PRIASoft CBT Heplguide

8/13/2019 PRIASoft CBT Heplguide

http://slidepdf.com/reader/full/priasoft-cbt-heplguide 1/632

anchayati Raj InstitutionsAccounting Software

(PRIASoft)

Computer Based Tutorial

(NIC-PID-PRIASOFT-CBT V1.0)

Panchayat Informatic Di!i ion

Nationa" Informatic C#ntr#

D#$artm#nt of Information T#chno"o%y

&ini try of Comm'nication Information T#chno"o%y

o!#rnm#nt of In*ia

Page 1 of 633



TAB+, OF CONT,NTS

1.0 &o*'"# Intro*'ction to PRIASoft......................................................................................................................................................................................

1.1 Module Objectives................................................................................................................................................................................................................22

1.2 Overview..............................................................................................................................................................................................................................23

1.3 The Model Accounting System.............................................................................................................................................................................................24

1.4 The 13th Fin nce !ommission M nd te "or #$%s...............................................................................................................................................................2&

1.& About #$%ASo"t....................................................................................................................................................................................................................2'

1.' (ey Fe tures o" #$%ASo"t....................................................................................................................................................................................................2)

1.* $oles in #$%ASo"t.................................................................................................................................................................................................................32

1.) Module Summ ry.................................................................................................................................................................................................................3&

.0 &o*'"# - /'ic Start to PRIASoft........................................................................................................................................................................................ 2

2.1 Module Objective ................................................................................................................................................................................................................3'

2.2 Overview..............................................................................................................................................................................................................................3*

2.3 +ogging onto the #$%ASo"t A,,lic tion...............................................................................................................................................................................3)

2.4 +ogging onto the #$%ASo"t A,,lic tion - emonstr tion...................................................................................................................................................3/

2.& +ogin 0rrors.........................................................................................................................................................................................................................41

2.' !le r +ogin Attem,t $e,ort.................................................................................................................................................................................................42

2.* !le r +ogin Attem,t $e,ort - emonstr tion....................................................................................................................................................................43

2.) !h nging the # ssword.......................................................................................................................................................................................................44

2./ uic St rt to #$%ASo"t.......................................................................................................................................................................................................4'

2.1 M ster t 0ntry in #$%ASo"t .........................................................................................................................................................................................4)

2.11 Tr ns ctions in #$%ASo"t ..................................................................................................................................................................................................4/

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2.12 $ecei,t nd # yment ouchers..........................................................................................................................................................................................&

2.13 !ontr nd 5ourn l ouchers............................................................................................................................................................................................&1

2.14 6udget 0stim tes7 #eriod 0nd #rocedure nd Other Tr ns ctions in #$%ASo"t..............................................................................................................&2

2.1& $e,orts in #$%ASo"t ..........................................................................................................................................................................................................&3

2.1' Module Summ ry ..............................................................................................................................................................................................................&4

.0 &o*'"# S#ttin% th# Financia" 3#ar.....................................................................................................................................................................................44

3.1 Module Objectives ...............................................................................................................................................................................................................&&

3.2 Overview..............................................................................................................................................................................................................................&'

3.3 The Fin nci l 8e r O,tion...................................................................................................................................................................................................&*

3.4 Selecting the Fin nci l 8e r "or $ecording Tr ns ctions 9 emonstr tion........................................................................................................................&)

3.& Module Summ ry....................................................................................................................................................................................................................................................&/

5.0 &o*'"# &ana%in% Sch#m# ' in% PRIASoft.....................................................................................................................................................................20

4.1 Module Objectives ...............................................................................................................................................................................................................'

4.2 Overview..............................................................................................................................................................................................................................'1

4.3 :or ing with !entr l nd St te S,onsored Schemes..........................................................................................................................................................'2

4.4 !re ting !entr l Schemes - emonstr tion........................................................................................................................................................................'3

4.& !re ting !om,onents "or !entr l Schemes ........................................................................................................................................................................'4

4.' !re ting !entr l Scheme !om,onents - emonstr tion....................................................................................................................................................'&4.* Modi"ying !entr l Schemes;!om,onents............................................................................................................................................................................''

4.) Modi"ying !entr l Schemes;!om,onents - emonstr tion................................................................................................................................................'*

4./ iewing !entr l Schemes;!om,onents................................................................................................................................................................................')

4.1 iewing !entr l Schemes;!om,onents - emonstr tion..................................................................................................................................................'/

4.11 !re ting St te Schemes......................................................................................................................................................................................................*

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4.12 !re ting St te Schemes - emonstr tion..........................................................................................................................................................................*1

4.13 !re ting !om,onents "or St te Schemes ..........................................................................................................................................................................*2

4.14 !re ting St te Scheme !om,onents - emonstr tion......................................................................................................................................................*3

4.1& Modi"ying St te Schemes;!om,onents..............................................................................................................................................................................*4

4.1' Modi"ying St te Schemes;!om,onents 9 emonstr tion...................................................................................................................................................*&

4.1* iewing St te Schemes;!om,onents..................................................................................................................................................................................*'

4.1) iewing St te Schemes;!om,onents - emonstr tion......................................................................................................................................................**

4.1/ M ,,ing Schemes...............................................................................................................................................................................................................*)

4.2 M ,,ing Schemes - emonstr tion...................................................................................................................................................................................)

4.21 Module Summ ry ..............................................................................................................................................................................................................)1

4.0 &o*'"# &ana%in% Acco'nt 6#a* .....................................................................................................................................................................................7&.1 Module Objectives ...............................................................................................................................................................................................................)2

&.2 Overview .............................................................................................................................................................................................................................)3

&.3 Adding M jor <e ds............................................................................................................................................................................................................)4

&.4 Adding M jor <e d - emonstr tion..................................................................................................................................................................................)'

&.& Modi"ying M jor <e d ....................... ......................... .......................... ......................... .......................... ......................... .......................... ..................... ..))

&.' Modi"ying M jor <e d 9 emonstr tion.............................................................................................................................................................................)/

&.* iewing M jor <e d ................................. ......................... ......................... .......................... ......................... .......................... ......................... ........... ....../1

&.) iewing M jor <e d 9 emonstr tion................................................................................................................................................................................./2&./ Adding Minor <e ds .........................................................................................................................................................................................................../3

&.1 Adding Minor <e d - emonstr tion................................................................................................................................................................................/4

&.11 Modi"ying Minor <e d ......................... .......................... ......................... .......................... ......................... ......................... .......................... .................. ./'

&.12 Modi"ying Minor <e d - emonstr tion.........................................................................................................................................................................../*

&.13 iewing Minor <e d ................................... ......................... .......................... ......................... .......................... ......................... ......................... ........ .....//

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&.14 iewing Minor <e d 9 emonstr tion.............................................................................................................................................................................1

&.1& Adding Sub9<e ds ...........................................................................................................................................................................................................1 1

&.1' Adding Sub9<e ds 9 emonstr tion ...............................................................................................................................................................................1 2

8ou c n le rn more bout this ctivity by viewing the in"orm tion shown on your screen....................................................................................................1 *

&.2 iewing Sub9<e d - emonstr tion................................................................................................................................................................................1 )

&.21 Adding Object <e d ............................... ......................... .......................... ......................... .......................... ......................... .......................... ........... ....1 /

&.22 Adding Object <e ds - emonstr tion...........................................................................................................................................................................11

&.2& iewing Object <e d ....................................... ......................... ......................... .......................... ......................... .......................... .............. ........ ........ .11&

&.2' iewing Object <e d - emonstr tion...........................................................................................................................................................................11'

&.2* Module Summ ry ............................................................................................................................................................................................................11*

2.0 &o*'"# &ana%in% Ban ....................................................................................................................................................................................................117'.1 Module Objectives..............................................................................................................................................................................................................11)

'.2 Overview............................................................................................................................................................................................................................11/

'.3 M n ging !entr l nd St te level 6 n s...........................................................................................................................................................................12

'.4 Adding 6 n et ils..........................................................................................................................................................................................................121

'.& Adding 6 n et ils - emonstr tion.............................................................................................................................................................................122

'.' Modi"ying 6 n et ils.....................................................................................................................................................................................................123

'.* Modi"ying 6 n et ils - emonstr tion.........................................................................................................................................................................124

'.) iewing 6 n et ils........................................................................................................................................................................................................12& './ iewing 6 n et ils - emonstr tion............................................................................................................................................................................12'

'.1 eleting 6 n et ils.....................................................................................................................................................................................................12*

'.11 eleting 6 n et ils - emonstr tion.........................................................................................................................................................................12)

'.12 M n ging 6 n 6r nch..................................................................................................................................................................................................12/

'.13 Adding 6 n 6r nch.......................................................................................................................................................................................................13

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'.14 Adding 6 n 6r nch - emonstr tion...........................................................................................................................................................................131

'.1& Modi"ying 6 n 6r nch..................................................................................................................................................................................................132

'.1' Modi"ying 6 n 6r nch - emonstr tion......................................................................................................................................................................133

'.1* M ,,ing 6 n 6r nch....................................................................................................................................................................................................13&

'.1) M ,,ing 6 n 6r nch - emonstr tion........................................................................................................................................................................13'

'.1/ eleting 6 n 6r nch.....................................................................................................................................................................................................13)

'.2 eleting 6 n 6r nch - emonstr tion.........................................................................................................................................................................13/

'.21 Module Summ ry............................................................................................................................................................................................................14

8.0 &o*'"# &ana%in% Tr#a 'ry..............................................................................................................................................................................................151

*.1 Module Objectives .............................................................................................................................................................................................................141

*.2 Overview............................................................................................................................................................................................................................142*.3 :or ing with Tre suries....................................................................................................................................................................................................143

*.4 Adding Tre sury.................................................................................................................................................................................................................144

*.& Adding Tre sury - emonstr tion.....................................................................................................................................................................................14&

*.' Adding S,eci l nd Sub Tre sury......................................................................................................................................................................................14'

*.* Adding S,eci l nd Sub Tre sury - emonstr tion..........................................................................................................................................................14*

*.) Modi"ying Tre sury............................................................................................................................................................................................................14/

*./ Modi"ying Tre sury - emonstr tion................................................................................................................................................................................1&

*.1 iewing Tre sury et ils.................................................................................................................................................................................................1&1*.11 iewing Tre sury et ils - emonstr tion.....................................................................................................................................................................1&2

*.12 M ,,ing Tre sury............................................................................................................................................................................................................1&3

*.13 M ,,ing Tre sury - emonstr tion................................................................................................................................................................................1&4

*.14 eleting Tre sury.............................................................................................................................................................................................................1&&

*.1& eleting Tre sury - emonstr tion.................................................................................................................................................................................1&'

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*.1' Module Summ ry.............................................................................................................................................................................................................1&*

7.0 &o*'"# &ana%in% Po t Offic#...........................................................................................................................................................................................147

).1 Module Objectives..............................................................................................................................................................................................................1&)).2 Overview............................................................................................................................................................................................................................1&/

).3 :or ing with #ost O""ice...................................................................................................................................................................................................1'

).4 Adding #ost O""ice.............................................................................................................................................................................................................1'1

).& Adding #ost O""ice 9 emonstr tion..................................................................................................................................................................................1'2

).' Modi"ying #ost O""ice........................................................................................................................................................................................................1'4

).* Modi"ying #ost O""ice 9 emonstr tion.............................................................................................................................................................................1'&

).) iewing #ost O""ice............................................................................................................................................................................................................1''

)./ iewing #ost O""ice 9 emonstr tion................................................................................................................................................................................1'* ).1 eleting #ost O""ice.........................................................................................................................................................................................................1')

).11 eleting #ost O""ice 9 emonstr tion..............................................................................................................................................................................1'/

).12 Module Summ ry.............................................................................................................................................................................................................1*

9.0 &o*'"# &ana%in% Ban Acco'nt ...................................................................................................................................................................................181

/.1 Module Objectives .............................................................................................................................................................................................................1*1

/.2 Overview............................................................................................................................................................................................................................1*2

/.3 Adding 6 n Account et ils............................................................................................................................................................................................1*3

/.4 Adding 6 n Account et ils - emonstr tion................................................................................................................................................................1*4

/.& Modi"ying 6 n Account et ils ......................................................................................................................................................................................1*&

/.' Modi"ying 6 n Account et ils - emonstr tion ..........................................................................................................................................................1**

/.* iewing 6 n Account et ils ..........................................................................................................................................................................................1)

/.) iewing 6 n Account et ils - emonstr tion ..............................................................................................................................................................1)1

/./ eleting 6 n Account et ils .........................................................................................................................................................................................1)3

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/.1 eleting 6 n Account et ils - emonstr tion............................................................................................................................................................1)4

/.11 Module Summ ry ............................................................................................................................................................................................................1)'

10.0 &o*'"# &ana%in% Tr#a 'ry Acco'nt ...........................................................................................................................................................................1781 .1 Module Objectives ...........................................................................................................................................................................................................1)*

1 .2 Overview..........................................................................................................................................................................................................................1))

1 .3 Adding Tre sury Account et ils....................................................................................................................................................................................1)/

1 .4 Adding Tre sury Account et ils 9 emonstr tion.........................................................................................................................................................1/

1 .& Modi"ying Tre sury Account et ils...............................................................................................................................................................................1/2

1 .' Modi"ying Tre sury Account et ils - emonstr tion...................................................................................................................................................1/3

1 .* iewing Tre sury Account et ils...................................................................................................................................................................................1/&

1 .) iewing Tre sury Account et ils 9 emonstr tion.......................................................................................................................................................1/' 1 ./ eleting Tre sury Account et ils..................................................................................................................................................................................1/*

1 .1 eleting Tre sury Account et ils - emonstr tion....................................................................................................................................................1/)

1 .11 Module Summ ry...........................................................................................................................................................................................................1//

11.0 &o*'"# - &ana%in% Po t Offic# Acco'nt ....................................................................................................................................................................... 00

11.1 Module Objectives ...........................................................................................................................................................................................................2

11.2 Overview..........................................................................................................................................................................................................................2 1

11.3 Adding #ost O""ice Account et ils.................................................................................................................................................................................2 2

11.4 Adding #ost O""ice Account et ils 9 emonstr tion.....................................................................................................................................................2 3

11.& Modi"ying #ost O""ice Account et ils............................................................................................................................................................................2 &

11.' Modi"ying #ost O""ice Account et ils - emonstr tion................................................................................................................................................2 '

11.* iewing #ost O""ice Account et ils...............................................................................................................................................................................2 )

11.) iewing #ost O""ice Account et ils 9 emonstr tion....................................................................................................................................................2 /

11./ eleting #ost O""ice Account et ils..............................................................................................................................................................................21

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11.1 eleting #ost O""ice Account et ils - emonstr tion................................................................................................................................................211

11.11 Module Summ ry...........................................................................................................................................................................................................212

1 .0 &o*'"# - D#finin% Ch#:'# Boo D#tai" ........................................................................................................................................................................... 112.1 Module Objectives............................................................................................................................................................................................................213

12.2 Overview..........................................................................................................................................................................................................................214

12.3 Adding !he=ue 6oo et ils...........................................................................................................................................................................................21&

12.4 Adding !he=ue 6oo et ils 9 emonstr tion................................................................................................................................................................21'

12.& Modi"ying !he=ue 6oo et ils......................................................................................................................................................................................21)

12.' Modi"ying !he=ue 6oo et ils - emonstr tion..........................................................................................................................................................21/

12.* M r ing !he=ue 6oo s +ost......................................................................................................................................................................................22

12.) M r ing !he=ue 6oo s +ost - emonstr tion..........................................................................................................................................................22112./ iewing !he=ue 6oo !hec +ist.................................................................................................................................................................................223

12.1 iewing !he=ue 6oo !hec +ist 9 emonstr tion....................................................................................................................................................224

12.11 Modi"ying !he=ue 6oo +e " St tus..............................................................................................................................................................................22'

12.12 Modi"ying !he=ue 6oo +e " St tus 9 emonstr tion...................................................................................................................................................22*

12.13 eleting !he=ue 6oo .................................................................................................................................................................................................22/

12.14 eleting !he=ue 6oo 9 emonstr tion.....................................................................................................................................................................23

12.1& Module Summ ry...........................................................................................................................................................................................................231

13.1 Module Objectives ...........................................................................................................................................................................................................23213.2 Overview .........................................................................................................................................................................................................................233

13.3 Adding 0m,loyee et ils.................................................................................................................................................................................................234

13.4 Adding 0m,loyee et ils 9 emonstr tion ....................... .......................... ......................... ......................... .......................... ......................... ............23&

13.& Modi"ying 0m,loyee et ils ...........................................................................................................................................................................................23*

13.' Modi"ying 0m,loyee et ils 9 emonstr tion .. ......................... .......................... ......................... .......................... ......................... ......................... .....23)

Page 9 of 633



13.* iewing 0m,loyee et ils...............................................................................................................................................................................................23/

13.) iewing 0m,loyee et ils 9 emonstr tion .......... ......................... .......................... ......................... ......................... .......................... ................ ........ .24

13./ eleting 0m,loyee et ils...............................................................................................................................................................................................241

13.1 eleting 0m,loyee et ils 9 emonstr tion ......... .......................... ......................... ......................... .......................... ......................... ......... ........ ...... 242

13.11 Adding Agency et ils...................................................................................................................................................................................................243

13.12 Adding Agency et ils 9 emonstr tion .. ......................... .......................... ......................... ......................... .......................... ......................... ............244

13.13 Modi"ying Agency et ils..............................................................................................................................................................................................24&

13.14 Modi"ying Agency et ils 9 emonstr tion ..................................................................................................................................................................24'

13.1& iewing Agency et ils.................................................................................................................................................................................................24*

13.1' iewing Agency et ils 9 emonstr tion ............ ......................... .......................... ......................... ......................... .......................... ................ ........ .24)

13.1* eleting Agency et ils.................................................................................................................................................................................................24/

13.1) eleting Agency et ils 9 emonstr tion ......... ......................... .......................... ......................... .......................... ......................... ............ ........ ....... 2&

13.1/ Adding $esident et ils.................................................................................................................................................................................................2&1

13.2 Adding $esident et ils 9 emonstr tion .... ......................... .......................... ......................... .......................... ......................... ......................... ........2&2

13.21 Modi"ying $esident et ils............................................................................................................................................................................................2&2

13.22 Modi"ying $esident et ils 9 emonstr tion .. ......................... .......................... ......................... .......................... ......................... ......................... .....2&3

13.23 iewing $esident et ils...............................................................................................................................................................................................2&4

13.24 iewing $esident et ils 9 emonstr tion ...... ......................... ......................... .......................... ......................... .......................... ................... ........ ..2&'

13.2& eleting $esident et ils...............................................................................................................................................................................................2&*

13.2' eleting $esident et ils 9 emonstr tion ........... .......................... ......................... ......................... .......................... ......................... ......... ........ ...... 2&)

13.2* Module Summ ry ..........................................................................................................................................................................................................2&/

15.0 &o*'"# - &ana%in% +in# D#$artm#nt ............................................................................................................................................................................. 20

14.1 Module Objectives ...........................................................................................................................................................................................................2'

14.2 Overview..........................................................................................................................................................................................................................2'1

Page 10 of 633



14.3 Adding St te +ine e, rtments.......................................................................................................................................................................................2'2

14.4 Add St te +ine e, rtments 9 emonstr tion.................................................................................................................................................................2'3

14.& Adding istrict +ine e, rtments...................................................................................................................................................................................2'&

14.' Add istrict +ine e, rtments 9 emonstr tion.............................................................................................................................................................2''

14.* Adding $ A +ine e, rtments.....................................................................................................................................................................................2')

14.) Add $ A +ine e, rtments 9 emonstr tion...............................................................................................................................................................2'/

14./ Modi"ying +ine e, rtments............................................................................................................................................................................................2*1

14.1 Modi"y St te +ine e, rtment 9 emonstr tion.........................................................................................................................................................2*2

14.11 iewing +ine e, rtments.............................................................................................................................................................................................2*4

14.12 iew +ine e, rtment 9 emonstr tion.....................................................................................................................................................................2*&

14.13 Module Summ ry ..........................................................................................................................................................................................................2*'

14.0 &o*'"# - &ana%in% Stoc It#m ........................................................................................................................................................................................ 88

1&.1 Module Objectives ...........................................................................................................................................................................................................2**

1&.2 Overview..........................................................................................................................................................................................................................2*)

1&.3 Adding Stoc %tems...........................................................................................................................................................................................................2*/

1&.4 Adding Stoc %tems - emonstr tion...............................................................................................................................................................................2)

1&.& Modi"ying Stoc %tems......................................................................................................................................................................................................2)2

1&.' Modi"ying Stoc %tems 9 emonstr tion...........................................................................................................................................................................2)3

1&.* iewing Stoc %tems.........................................................................................................................................................................................................2)&1&.) iewing Stoc %tems 9 emonstr tion..............................................................................................................................................................................2)'

1&./ Module Summ ry.............................................................................................................................................................................................................2)*

12.0 &o*'"# - S$#cifyin% th# O$#nin% Ba"anc# of Ca h.......................................................................................................................................................... 77

1'.1 Module Objectives ...........................................................................................................................................................................................................2))

1'.2 Overview..........................................................................................................................................................................................................................2)/

Page 11 of 633



1'.3 Adding O,ening 6 l nce et ils ....................................................................................................................................................................................2/

1'.4 Adding O,ening 6 l nce et ils 9 emonstr tion.........................................................................................................................................................2/2

1'.& S,eci"ying Adv nces to 6ene"ici ries...............................................................................................................................................................................2/4

1'.' S,eci"ying Adv nces to 6ene"ici ries 9 emonstr tion...................................................................................................................................................2/&

1'.* Modi"ying O,ening 6 l nce et ils ...............................................................................................................................................................................2//

1'.) Modi"ying O,ening 6 l nce et ils 9 emonstr tion.....................................................................................................................................................3

1'./ >n"ree?ing O,ening 6 l nce et ils...............................................................................................................................................................................3 1

1'.1 >n"ree?ing O,ening 6 l nce et ils - emonstr tion.................................................................................................................................................3 2

1'.11 eleting O,ening 6 l nce et ils.................................................................................................................................................................................3 3

1'.12 eleting O,ening 6 l nce et ils 9 emonstr tion.....................................................................................................................................................3 4

1'.13 Module Summ ry ..........................................................................................................................................................................................................3 &

18.0 &o*'"# - S$#cifyin% th# O$#nin% Ba"anc# of Stoc It#m ............................................................................................................................................... 02

1*.1 Module Objectives ...........................................................................................................................................................................................................3 '

1*.2 Overview..........................................................................................................................................................................................................................3 *

1*.3 S,eci"ying O,ening 6 l nce o" Stoc %tems 9 emonstr tion.........................................................................................................................................3 )

1*.4 Modi"ying O,ening 6 l nce o" Stoc %tems.....................................................................................................................................................................311

1*.& Modi"ying O,ening 6 l nce o" Stoc %tems - emonstr tion.........................................................................................................................................312

1*.' iewing O,ening 6 l nce o" Stoc %tems........................................................................................................................................................................314

1*.* iewing O,ening 6 l nce o" Stoc %tems - emonstr tion............................................................................................................................................31&1*.) Module Summ ry ............................................................................................................................................................................................................31*

17.0 &o*'"# S$#cifyin% B'*%#t , timat# ............................................................................................................................................................................. 17

1).1 Module Objectives ........................ ......................... .......................... ......................... ......................... .......................... ......................... ....................... ...31)

1).2 Overview .........................................................................................................................................................................................................................31/

1).3 %niti l 6udget 0stim te "or $ecei,ts................................................................................................................................................................................32

Page 12 of 633



1).4 %niti l 6udget 0stim te "or $ecei,ts 9 emonstr tion.....................................................................................................................................................321

1).& %niti l 6udget 0stim te "or 0@,enditures.........................................................................................................................................................................323

1).' %niti l 6udget 0stim te "or 0@,enditures 9 emonstr tion..............................................................................................................................................324

1).* $evised 6udget 0stim te "or $ecei,ts..............................................................................................................................................................................32'

1).) $evised 6udget 0stim te "or $ecei,ts 9 emonstr tion..................................................................................................................................................32*

1)./ $evised 6udget 0stim te "or 0@,enditures......................................................................................................................................................................32/

1).1 $evised 6udget 0stim te "or 0@,enditures 9 emonstr tion.........................................................................................................................................33

1).11 Module Summ ry ..........................................................................................................................................................................................................332

19.0 &o*'"# - Intro*'ction to Vo'ch#r ...................................................................................................................................................................................

1/.1 Module Objectives ...........................................................................................................................................................................................................333

1/.2 ouchers 9 Overview........................................................................................................................................................................................................3341/.3 Ty,es o" ouchers ...........................................................................................................................................................................................................33&

0.0 &o*'"# - &ana%in% R#c#i$t .............................................................................................................................................................................................. 8

2 .1 Module Objectives ...........................................................................................................................................................................................................33*

2 .2 $ecei,t ouchers 9 Overview...........................................................................................................................................................................................33)

2 .3 Adding $ecei,t ouchers 9 Overview..............................................................................................................................................................................34

2 .4 Adding irect $ecei,ts....................................................................................................................................................................................................341

2 .& Adding irect $ecei,ts 9 emonstr tion.........................................................................................................................................................................343

2 .' Tr ns"er $ecei,t ouchers - Overview............................................................................................................................................................................34)

2 .* Adding Tr ns"er $ecei,t ouchers..................................................................................................................................................................................34/

2 .) Adding Tr ns"er $ecei,t ouchers 9 emonstr tion.......................................................................................................................................................3&

2 ./ Adv nce $ecei,t ouchers...............................................................................................................................................................................................3&3

2 .1 Adding Adv nce $ecei,t ouchers................................................................................................................................................................................3&4

2 .11 Adding Adv nce $ecei,t ouchers 9 emonstr tion.....................................................................................................................................................3&4

Page 13 of 633



2 .12 $e"und o" Adv nce $ecei,t oucher 9 Overview...........................................................................................................................................................3&)

2 .13 Adding $e"und o" Adv nce $ecei,t oucher ................................................................................................................................................................3&/

2 .14 Adding $e"und o" Adv nce $ecei,t oucher 9 emonstr tion......................................................................................................................................3'

2 .1& Adding $e"und o" O6 Adv nce $ecei,t oucher 9Overview.........................................................................................................................................3'3

2 .1' Adding $e"und o" O6 Adv nce $ecei,t oucher 9 emonstr tion................................................................................................................................3'4

2 .1* ! ncell tion o" !he=ue 9 Overview...............................................................................................................................................................................3'*

2 .1) Adding ! ncell tion o" !he=ue.....................................................................................................................................................................................3')

2 .1/ Adding ! ncell tion o" !he=ue 9 emonstr tion..........................................................................................................................................................3'/

2 .2 Adding $e"und o" 0@cess # yment9Overview................................................................................................................................................................3*2

2 .21 Adding $e"und o" 0@cess # yment - emonstr tion.....................................................................................................................................................3*3

2 .22 Adding et ils "or Fund iversion in $ecei,t oucher 9Overview...........................................................................................................................3*'

2 .23 Adding et ils "or Fund iversion in $ecei,t oucher 9 emonstr tion..................................................................................................................3**

2 .24 Modi"ying $ecei,t oucher ........................................................................................................................................................................................3)

2 .2& Modi"ying $ecei,t oucher 9 emonstr tion.............................................................................................................................................................3)1

2 .2' eleting $ecei,t oucher...........................................................................................................................................................................................3)3

2 .2* eleting $ecei,t oucher - emonstr tion...............................................................................................................................................................3)4

2 .2) Free?ing $ecei,t oucher...........................................................................................................................................................................................3)&

2 .2/ Free?ing $ecei,t oucher9 emonstr tion..................................................................................................................................................................3)'

2 .3 >n"ree?ing $ecei,t oucher.......................................................................................................................................................................................3)*

2 .31 >n"ree?ing $ecei,t oucher 9 emonstr tion............................................................................................................................................................3))

2 .32 iewing $ecei,t oucher............................................................................................................................................................................................3)/

2 .33 iewing $ecei,t oucher 9 emonstr tion.................................................................................................................................................................3/

2 .34 Module Summ ry ..........................................................................................................................................................................................................3/1

1.0 &o*'"# - &ana%in% Paym#nt ........................................................................................................................................................................................... 9

Page 14 of 633



21.1 Module Objectives ...........................................................................................................................................................................................................3/2

21.2 # yment ouchers............................................................................................................................................................................................................3/3

21.3 Adding 0@,enditure # yment oucher............................................................................................................................................................................3/4

21.4 Adding 0@,enditure # yment oucher 9 emonstr tion.................................................................................................................................................3/'

21.& Adding Tr ns"er # yment ouchers................................................................................................................................................................................4 *

21.' Adding Tr ns"er # yment ouchers 9 emonstr tion.....................................................................................................................................................4 /

21.* Adding Adv nce # yment ouchers................................................................................................................................................................................42

21.) Adding n Adv nce # yment oucher 9 emonstr tion..................................................................................................................................................422

21./ Adding $ecei,t ! ncell tion # yment oucher..............................................................................................................................................................431

21.1 Adding $ecei,t ! ncell tion # yment oucher 9 emonst rtion ................................................................................................................................432

21.11 Adding Fund iversion in # yment oucher ............................................................................................................................................................43'

21.12 Adding et ils "or Fund iversion in # yment oucher 9 emonstr tion.................................................................................................................43*

21.13 Modi"ying # yment ouchers........................................................................................................................................................................................44*

21.14 Modi"ying # yment oucher 9 emonstr tion...........................................................................................................................................................44)

21.1& Free?ing # yment ouchers..........................................................................................................................................................................................4&

21.1' Free?ing # yment oucher 9 emonstr tion..............................................................................................................................................................4&1

21.1* >n"ree?ing # yment ouchers.......................................................................................................................................................................................4&2

21.1) >n"ree?ing # yment oucher 9 emonstr tion..........................................................................................................................................................4&3

21.1/ eleting # yment ouchers...........................................................................................................................................................................................4&4

21.2 eleting # yment oucher 9 emonstr tion..............................................................................................................................................................4&&

21.21 iewing # yment ouchers............................................................................................................................................................................................4&'

21.22 iewing # yment oucher 9 emonstr tion...............................................................................................................................................................4&*

21.23 Module Summ ry...........................................................................................................................................................................................................4&)

.0 &o*'"# - &ana%in% F'n* &o!#m#nt ' in% Contra ,ntry.............................................................................................................................................549

Page 15 of 633



22.1 Module Objectives ...........................................................................................................................................................................................................4&/

22.2 Overview .........................................................................................................................................................................................................................4'

22.3 Adding !ontr ouchers9:ithdr wing Funds using !ontr ouchers..........................................................................................................................4'1

22.4 :ithdr wing Funds using !ontr ouchers 9 emonstr tion........................................................................................................................................4'2

22.& Adding !ontr ouchers9 e,ositing Funds using !ontr ouchers..............................................................................................................................4'&

22.' e,ositing Funds using !ontr ouchers 9 emonstr tion............................................................................................................................................4''

22.* Modi"ying !ontr ouchers.............................................................................................................................................................................................4'/

22.) Modi"ying !ontr ouchers 9 emonstr tion..................................................................................................................................................................4*

22./ eleting !ontr ouchers................................................................................................................................................................................................4*1

22.1 eleting !ontr ouchers 9 emonstr tion..................................................................................................................................................................4*2

22.11 Free?ing !ontr oucher............................................................................................................................................................................................4*3

22.12 Free?ing !ontr oucher 9 emonstr tion................................................................................................................................................................4*4

22.13 >n"ree?ing !ontr oucher........................................................................................................................................................................................4*&

22.14 >n"ree?ing !ontr oucher 9 emonstr tion.............................................................................................................................................................4*'

22.1& iewing !ontr oucher.............................................................................................................................................................................................4**

22.1' iewing !ontr oucher9 emonstr tion...................................................................................................................................................................4*)

22.1* Module Summ ry...........................................................................................................................................................................................................4*/

.0 &o*'"# - &ana%in% ;o'rna" ,ntri# .................................................................................................................................................................................570

23.1 Module Objectives ...........................................................................................................................................................................................................4)23.2 Adding 5ourn l ouchers.................................................................................................................................................................................................4)1

23.3 Adding $ecei,t $ecti"ic tion in 5ourn l ouchers..........................................................................................................................................................4)3

23.4 Adding $ecei,t $ecti"ic tion 0ntries in 5ourn l ouchers 9 emonstr tion..................................................................................................................4)4

23.& Adding 0@,enditure $ecti"ic tion in 5ourn l ouchers...................................................................................................................................................4))

23.' Adding 0@,enditure $ecti"ic tion 0ntries in 5ourn l ouchers 9 emonstr tion...........................................................................................................4)/

Page 16 of 633



23.* Adding Adv nce $ecti"ic tion in 5ourn l ouchers........................................................................................................................................................4/2

23.) Adding Adv nce $ecti"ic tion 0ntries in 5ourn l ouchers 9 emonstr tion................................................................................................................4/3

23./ Adding Adv nce Adjustment 0ntries in 5ourn l ouchers..............................................................................................................................................4/'

23.1 Adding Adv nce Adjustment in 5ourn l ouchers - emonstr tion.............................................................................................................................4/*

23.11 Adding O,ening 6 l nce Adv nce Adjustment in 5ourn l ouchers............................................................................................................................& 1

23.13 Adding eduction in 5ourn l ouchers.........................................................................................................................................................................& &

23.14 Adding eduction in 5ourn l ouchers 9 emonstr tion..............................................................................................................................................& '

23.1& Modi"ying 5ourn l ouchers..........................................................................................................................................................................................& /

23.1' Modi"ying 5ourn l oucher 9 emonstr tion.............................................................................................................................................................&1

23.1* eleting 5ourn l ouchers............................................................................................................................................................................................&12

23.1) eleting 5ourn l oucher 9 emonstr tion................................................................................................................................................................&13

23.1/ Free?ing 5ourn l ouchers............................................................................................................................................................................................&14

23.2 Free?ing 5ourn l oucher 9 emonstr tion...............................................................................................................................................................&1&

23.21 >n"ree?ing 5ourn l ouchers........................................................................................................................................................................................&1'

23.22 >n"ree?ing 5ourn l oucher 9 emonstr tion............................................................................................................................................................&1*

23.23 iewing 5ourn l ouchers.............................................................................................................................................................................................&1)

23.24 iewing 5ourn l ouchers 9 emonstr tion..................................................................................................................................................................&1/

23.2& Module Summ ry...........................................................................................................................................................................................................&2

5.0 &o*'"# - &ana%in% C"o 'r# of Boo of Acco'nt ...........................................................................................................................................................4 124.1 Module Objectives ...........................................................................................................................................................................................................&21

24.2 Overview..........................................................................................................................................................................................................................&21

24.3 !losing the y 6oo o" Accounts...................................................................................................................................................................................&23

24.4 !losing the y 6oo o" Accounts 9 emonstr tion.......................................................................................................................................................&24

24.& iewing the im, ct o" y 6oo closure on the y 6oo $e,ort ................................................................................................................................&2'

Page 17 of 633



24.' iewing the im, ct o" y 6oo closure on the y 6oo $e,ort 9 emonstr tion......................................................................................................&2'

24.* !losing the Monthly 6oo o" Accounts ...........................................................................................................................................................................&2)

24.) !losing the Monthly 6oo o" Accounts - emonstr tion................................................................................................................................................&2/

24./ iewing the im, ct o" Monthly 6oo !losure on the Monthly ! sh 6oo $e,ort .........................................................................................................&31

24.1 iewing the im, ct o" Monthly 6oo !losure on the Monthly ! sh 6oo $e,ort - emonstr tion............................................................................&32

24.11 !losing the 8e rly 6oo o" Accounts ............................................................................................................................................................................&33

24.12 !losing the 8e rly 6oo o" Accounts - emonstr tion ................................................................................................................................................&34

24.13 Module Summ ry...........................................................................................................................................................................................................&3'

4.0 &o*'"# - R#conci"in% Ban <Tr#a 'ry<Po t Offic# Acco'nt ...........................................................................................................................................4 8

2&.1 Module Objectives ...........................................................................................................................................................................................................&3*

2&.2 Adding $econciling Accounts..........................................................................................................................................................................................&3)2&.3 Adding 6 n ;Tre sury;#ost O""ice $econcili tion - emonstr tion..............................................................................................................................&3/

2&.4 Modi"ying $econciling Accounts .....................................................................................................................................................................................&42

2&.& Modi"ying $econciling Accounts 9 emonstr tion..........................................................................................................................................................&43

2&.' Module Summ ry ............................................................................................................................................................................................................&4&

2.0 &o*'"# - &ana%in% R#c#i!a="# an* Paya="# ................................................................................................................................................................452

2'.1 Module Objectives ...........................................................................................................................................................................................................&4'

2'.2 Overview .........................................................................................................................................................................................................................&4*

#$%ASo"t llows you to record such tr ns ctions under the $eceiv bles nd # y bles o,tion under the Tr ns ction menu................ .............. ........ ........ .&4*

2'.3 Adding $eceiv bles .........................................................................................................................................................................................................&4)

2'.4 Adding $eceiv bles - emonstr tion..............................................................................................................................................................................&4/

2'.& Modi"ying $eceiv bles.....................................................................................................................................................................................................&&2

2'.' Modi"ying $eceiv bles - emonstr tion.........................................................................................................................................................................&&3

2'.* eleting $eceiv bles........................................................................................................................................................................................................&&&

Page 18 of 633



2'.) eleting $eceiv bles 9 emonstr tion.............................................................................................................................................................................&&'

2'./ Free?ing $eceiv bles.......................................................................................................................................................................................................&&*

2'.1 Free?ing $eceiv bles - emonstr tion.........................................................................................................................................................................&&)

2'.11 >n"ree?ing $eceiv bles..................................................................................................................................................................................................&&/

2'.12 >nFree?ing $eceiv bles - emonstr tion.....................................................................................................................................................................&'

2'.13 iewing $eceiv bles.......................................................................................................................................................................................................&'1

2'.14 iewing $eceiv bles - emonstr tion...........................................................................................................................................................................&'2

2'.1& Adding # y bles.............................................................................................................................................................................................................&'3

2'.1' Adding # y bles - emonstr tion.................................................................................................................................................................................&'4

2'.1* Modi"ying # y bles........................................................................................................................................................................................................&'*

2'.1) Modi"ying # y bles - emonstr tion............................................................................................................................................................................&')

2'.1/ eleting # y bles..........................................................................................................................................................................................................&*

2'.2 eleting # y bles - emonstr tion..............................................................................................................................................................................&*1

2'.21 Free?ing # y bles..........................................................................................................................................................................................................&*2

2'.22 Free?ing # y bles - emonstr tion..............................................................................................................................................................................&*3

2'.23 >n"ree?ing # y bles......................................................................................................................................................................................................&*4

2'.24 >n"ree?ing # y bles 9 emonstr tion...........................................................................................................................................................................&*&

2'.2& iewing # y bles...........................................................................................................................................................................................................&*'

2'.2' iewing # y bles - emonstr tion...............................................................................................................................................................................&**

2'.2* Module Summ ry ..........................................................................................................................................................................................................&*)

8.0 &o*'"# - &ana%in% R#$ort ..............................................................................................................................................................................................489

2*.1 Module Objectives ...........................................................................................................................................................................................................&*/

2*.2 Overview..........................................................................................................................................................................................................................&)

2*.3 y 6oo $e,ort..............................................................................................................................................................................................................&)1

Page 19 of 633



2*.4 y 6oo $e,ort - emonstr tion..................................................................................................................................................................................&)2

2*.& Monthly ! sh 6oo $e,ort..............................................................................................................................................................................................&)&

2*.' Monthly ! sh 6oo $e,ort 9 emonstr tion...................................................................................................................................................................&)'

2*.* Scheme9:ise ! sh 6oo $e,ort......................................................................................................................................................................................&)/

2*.) Scheme9:ise ! sh 6oo $e,ort9 emonstr tion.............................................................................................................................................................&/

2*./ +edger 6oo $e,ort.........................................................................................................................................................................................................&/3

2*.1 +edger 6oo $e,ort9 emonstr tion.............................................................................................................................................................................&/4

2*.11 5ourn l 6oo $e,ort......................................................................................................................................................................................................&/'

2*.12 5ourn l 6oo $e,ort 9 emonstr tion...........................................................................................................................................................................&/*

2*.13 Scheme9:ise !he=ue $ecei,t $egister $e,ort..............................................................................................................................................................&//

2*.14 Scheme9:ise !he=ue $ecei,t $egister $e,ort9 emonstr tion....................................................................................................................................'

2*.1& Scheme9:ise !he=ue %ssue $egister $e,ort..................................................................................................................................................................' 2

2*.1' Scheme9:ise !he=ue %ssue $egister $e,ort9 emonstr tion.......................................................................................................................................' 3

2*.1* $egister o" Adv nces $e,ort..........................................................................................................................................................................................' &

2*.1) $egister o" Adv nce $e,ort 9 emonstr tion................................................................................................................................................................' '

2*.1/ $egister o" $eceiv bles nd # y bles $e,ort................................................................................................................................................................' )

2*.2 $egister o" $eceiv bles nd # y bles $e,ort - emonstr tion................................. .......................... ......................... .......................... ................... ..' /

2*.21 Annu l $ecei,ts nd # yments Accounts $e,ort...........................................................................................................................................................'11

2*.22 Annu l $ecei,ts nd # yments Accounts $e,ort - emonstr tion...............................................................................................................................'1&

2*.23 !onsolid ted Abstr ct $egister $e,ort..........................................................................................................................................................................'1*

2*.24 !onsolid ted Abstr ct $egister $e,ort - emonstr tion..............................................................................................................................................'1)

2*.2& Monthly $econcili tion St tement $e,ort.....................................................................................................................................................................'21

2*.2' Monthly $econcili tion St tement $e,ort - emonstr tion.........................................................................................................................................'22

2*.2* Stoc $egister $e,ort.....................................................................................................................................................................................................'24

Page 20 of 633



2*.2) Stoc $egister $e,ort9 emonstr tion ..........................................................................................................................................................................'2&

2*.2/ O,ening 6 l nce $e,ort................................................................................................................................................................................................'2)

2*.3 O,ening 6 l nce $e,ort - emonstr tion....................................................................................................................................................................'2/

2*.31 6 n ; Scheme :ise +ist o" Accounts $e,ort..................................................................................................................................................................'3

2*.32 6 n ; Scheme :ise +ist o" Accounts $e,ort9 emonstr tion.......................................................................................................................................'31

2*.33 Module Summ ry...........................................................................................................................................................................................................'33

Page 21 of 633



1.0 Module – Introduction to PRIASoft

1.1 Module Objectives

Welcome to the module on Introduction to PRIASoft.

In this module we will:

!"lo#e the $odel %ccounting &'stem fo# Pancha'ats()amilia#i*e ou#sel+es with the 13 th )inance ,ommission mandate(

!"lo#e the featu#es and inte#face of P-I%&oft .2(0(Identif' the +a#ious #oles in P-I%&oft .2(0(

/his module should ta e a""#o!imatel' 10 minutes to com"lete(

Page 22 of 633



1.2 Overview

India is the wo#ld s la#gest democ#ac' its "#ide is its local self go+e#nance( /he o+e#nment of India constantl' st#i+es toalle+iate "o+e#t' and a#ea de+elo"ment with an ultimate focus on im"#o+ing "eo"le s standa#d of li+ing(

/his is eing accom"lished ' self initiati+es of Pancha'ati -a Institutions P-Is and o# a la#ge amount of fund flow f#om&tate and ,ent#all' &"onso#ed &chemes(

P-Is a#e local administ#ati+e institutions that im"lement se+e#al de+elo"mental acti+ities to enhance the li+ing conditions of"eo"le th#oughout the count#'(

It is im"o#tant that P-Is effecti+el' manage the funds #ecei+ed f#om +a#ious agencies fo# these de+elo"ment acti+ities(

Pancha'ati -a Institutions %ccounting &oftwa#e P-I%&oft .2(0 is designed and de+elo"ed ' the ;ational Info#matics,ent#e ;I, in consultation with the $inist#' of Pancha'ati -a $oP- ( P-I%&oft .2(0 is a cent#alised accounting "ac age

that facilitates maintenance of accounts unde# the $odel %ccounting &'stem $%& to ensu#e monito#ing of allocated fundse!"enditu#e incu##ed inte# P-Is t#ansfe#s ad+ances and automatic gene#ation of desi#ed #e"o#ts #egiste#s and othe#financial info#mation ust ' ma ing asic t#ansaction ent#ies f#om the +ouche#s(

Page 23 of 633



1.3 T e Model Accountin! S"ste#

/he $odel %ccounting &'stem fo# Pancha'ats is an accounting f#amewo# "#esc#i ed ' the $inist#' of Pancha'ati -a$oP- and ,om"t#olle# and %udito# ene#al ,<% of India( P-I%&oft .2(0 ca"tu#es the fou# tie# accounting classification

consisting of $a o# =eads $ino# =eads &u =eads and > ect =eads( /he ,ent#al and &tate o+e#nment schemes a#ema""ed at the &u =ead ?e+el to facilitate accounting unde# each scheme(

/he $odel %ccounting &'stem "#esc#i es a ,ash @asis of %ccounting( /his im"lies that onl' those #ecei"ts and "a'ments thatha+e een made ' the P-I du#ing a s"ecific "e#iod will e #eco#ded in the s'stem(

It also "#esc#i es list of standa#d o ect heads to monito# the e!"enditu#e "atte#n on these heads(

/his accounting s'stem ensu#es t#ans"a#enc' and accounta ilit' of all financial t#ansactions at all le+els of the P-I(

/his accounting s'stem also ensu#es enhanced c#edi ilit' of Pancha'ati -a Institutions ena ling ette# de+olution of

functions and funds to P-Is(

Page 24 of 633



1.$ T e 13 t %in&nce 'o##ission M&nd&te for PRIs

/he Ae+elo"ment "#og#ammes in the count#' a#e fo#mulated to alle+iate "o+e#t' and im"#o+e the standa#d of li+ing of thecommone#s(

)unds fo# these de+elo"ment "#o ects flow into the P-Is f#om +a#ious secto#s effecti+e monito#ing and management ofthese funds is one of the most challenging tas s(

/he le+enth )inance ,ommission conside#ed this as"ect se#iousl' and #ecommended that the ,<% "#esc#i e the fo#mat inwhich local odies should "#e"a#e thei# udgets and maintain thei# accounts( ,<% and the $inist#' of Pancha'ati -a ha+efinalised a $odel Pancha'at %ccounting &'stem that uses a sim"lified cash ased s'stem along with the list of codes fo#functions "#og#ams and acti+ities ca"tu#ing #ecei"ts and e!"enditu#e in #es"ect of all 29 su ects mentioned in &chedule BIof the ,onstitution( It is desi#a le that all states ado"t an accounting f#amewo# and codification "atte#n consistent with the$odel Pancha'at %ccounting &'stem(

In addition an a##angement needs to e "ut in "lace fo# consolidation of accounts of P-Is at the national le+el( )u#the# theeight data ase fo#mats "#esc#i ed ' the ,<% fo# local odies ha+e to e com"lied(

/he 13th )inance ,ommission 13th ), mandated that &tate o+e#nments will e eligi le fo# the ene#al Pe#fo#mance#ant and the &"ecial %#eas Pe#fo#mance #ant onl' if the' ado"t accounting f#amewo# and codification "atte#n consistent

with the $odel %ccounting &'stem fo# Pancha'ats $%& as "#esc#i ed ' the ,om"t#olle# and %udito# ene#al ,<% ofIndia and $oP-(

Page 25 of 633



1.( About PRIASoft

-ecogni*ing the "otential of Info#mation and ,ommunication /echnolog' I,/ $oP- in colla o#ation with ;I, has designedand de+elo"ed the ne!t +e#sion of Pancha'ati -a Institutions %ccounting &oftwa#e P-I%&oft .2(0 which aims atmaintaining a t#ac of all the inflow -ecei"ts and outflow Pa'ments of funds in each P-I(

/he softwa#e would not onl' se#+es the "u#"ose of maintaining accounts ut also wo# s as a good financial managementtool leading to the following distinct ad+antages:

a It im"#o+es the t#ans"a#enc' and accounta ilit' of the Pancha'ats in managing la#ge +olume of funds It enhances the c#edi ilit' of Pancha'ats the#e ' inducing g#eate# de+olution of funds to Pancha'ati -a Institutions

c It allows highe# autho#ities to monito# the flow and usage of funds fo# ette# "lanning the #eCui#ement of P-Is

P-I%&oft .2(0 is a we ased a""lication and can e accessed th#ough a secu#e domain( /o access the P-I%&oft .2(0 onlinea""lication t'"e the D-? htt"s: accountingonline(go+(in dis"la'ed(

/he welcome "age of the a""lication consists of the following sections(

Section )escri*tion/he login section /his is the login section that allows 'ou to login to the P-I%&oft

.2(0 a""lication( Eou will need to ente# +alid use# c#edentials to logon to the a""lication(

P-I%&oftP#esentations

/his section contains lin s that lead 'ou to downloada le"#esentation( /hese "#esentations desc#i e the usage of thea""lication some gene#ic accounting conce"ts and &tate s"ecific"#esentation on P-I%&oft .2(0(

?in s #elated toP-I%&oft

/his section contains lin s that allow 'ou to access documentssuch as the use# manual Cuic sta#t guide )#eCuentl' %s edFuestions )%Fs list of functional codes accounting fo#mats andso on that a#e useful fo# unde#standing the a""lication(

Page 26 of 633

https://accountingonline.gov.in/

https://accountingonline.gov.in/



-e"o#ts /his section allows a citi*en to access the +a#ious #e"o#ts hostedon the "u lic domain( )o# e!am"le these include #e"o#ts on"#og#ess du#ing the da' &tate Wise &umma#' -e"o#t&tate &cheme Wise !"enditu#e -e"o#t %ccounting ntit' Wise-e"o#t(

Page 27 of 633



1.+ ,e" %e&tures of PRIASoft

P-I%&oft .2(0 is sim"le eas' to use softwa#e with local language inte#face( It facilitates the "#e"a#ation of @oo s of%ccounts at the th#ee tie# P-Is unde# diffe#ent account heads on a da' month 'ea# end asis th#ough +a#ious t#ansactions(

P-I%&oft .2(0 com"#ises se+e#al featu#es which #ende# accounting sim"le(Section )escri*tion'-A'o#*li&nce

P-I%&oft .2(0 ca"tu#es 4 tie# accounting classificationconsisting of $a o# =eads $ino# =eads &u =eads and> ect =eads and gene#ates all #e"o#ts in the fo#mats"#esc#i ed ' ,<% unde# $%&( /he ,ent#al < &tate

o+e#nment schemes a#e ma""ed at the &u =ead ?e+el tofacilitate accounting unde# each scheme( /he softwa#eg#eatl' hel"s in com"l'ing with the 13 th ), condition(

O*enin!/&l&nce P-I%&oft .2(0 facilitates each P-I to s"ecif' scheme wiseo"ening alance fo# the fi#st financial 'ea# maintained unde#+a#ious @an /#easu#' Post >ffice accounts( /his is a onetime ent#'( )o# su seCuent 'ea#s the softwa#eautomaticall' gene#ates it(

)ouble ntr"'&s /&siss"ste# ofAccountin!

P-I%&oft .2(0 follows the Aou le nt#' s'stem ofoo ee"ing whe#ein oth the c#edits and de its a#e

#eco#ded fo# a t#ansaction( =owe+e# this is done in anintuiti+e use# f#iendl' manne# without undul' u#deningthe end use# with the nowledge of accounting( It follows,ash asis of accounting thus onl' actual cash asedt#ansactions a#e #eco#ded in the s'stem t#ansactions#elated to #ecei+a les and "a'a les a#e not #eco#ded as "a#tof accounting(

Si#*licit" -ser

%riendliness

P-I%&oft .2(0 ma es accounting +e#' sim"le fo# thePancha'at le+el use# ' #eco#ding onl' t#ansaction +ouche#s

-ecei"t Pa'ment ,ont#a and Gou#nal .ouche#s ( nt#' intoall oo s of accounts and #egiste#s a#e automaticall' ta en

Page 28 of 633



ca#e of ' the softwa#e the#e ' su stantiall' #educing theload on the end use#( In addition it a+oids the com"le!itiesof the Aou le nt#' s'stem ' #ef#aining f#om the use ofaccounting te#minologies such as Ae it and ,#edit as muchas "ossi le and instead focuses on the t#ansaction scena#io(

'&se Record /he softwa#e ca"tu#es the details of the wo# e!"enditu#eincu##ed ad+ances gi+en unde# a wo# and so on(

/&n45Tre&sur"5Post OfficeReconcili&tion

P-I%&oft .2(0 facilitates P-Is to #econcile the ,ash @oogene#ated ' the softwa#e with the actual "ass oomaintained in @an /#easu#' Post >ffice(

Period ndProcedures

P-I%&oft .2(0 facilitates P-Is to close the dail' monthl'and 'ea#l' oo of accounts and ensu#es that necessa#'ste"s a#e ta en ca#e to ca##' fo#wa#d the accounts to thene!t "e#iod(

Inter PRIAccountS"nc roni6&tion

P-I%&oft .2(0 facilitates smooth s'nch#oni*ation ofaccounts among the Pancha'ats of all th#ee tie#s of a &tate"a#ticula#l' when the#e a#e t#ansactions #elated to inte# P-Iad+ances and fund t#ansfe#s thus leading to a co##ectinteg#ated +iew of accounts of the Pancha'ats at &tatele+el(

Ad&*t&bilit" tov&ri&tions&cross st&tes

In +iew of the +a#'ing le+els of ca"a ilities and e!"e#iencesof diffe#ent states and thei# P-Is in the accounting "#ocessthe softwa#e allows eas' customi*ation so that &tates canconfigu#e the softwa#e to suit the #eCui#ements of thei#Pancha'ats(

Tr&ns*&renc" P-I%&oft .2(0 is we ena led softwa#e and facilitates

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"#oacti+e disclosu#e of accounts of the Pancha'ats u" to+ouche# le+el in "u lic domain( %ccounts a#e fo# +iewing 'all sta eholde#s including citi*ens the#e ' leading to the

highest o#de# of t#ans"a#enc' in the Indian o+e#nancescena#io(

Re*orts @esides +a#ious oo s of accounts P-I%&oft .2(0 alsogene#ates a num e# of $I& #e"o#ts to ena le highe#management at &tate and ;ational le+el to +iew theaccounts f#om diffe#ent "e#s"ecti+es(

Aut entic&tion In +iew of the high secu#it' need of the accounting s'stemthe softwa#e "#o+ides a st#ong authentication mechanismand maintains detailed audit logs of all the t#ansactionsca##ied out th#ough the softwa#e(

Av&il&bilit" /he softwa#e is we ased and is a+aila le all 24 hou#s 7da's a wee it #eCui#es "#o"e# login authentication(

serM&n&!e#ent

P-I%&oft .2(0 offe#s a +e#' fle!i le #ole ased s'stem thatallows each use# to ado"t multi"le #oles in the s'stem as"e# thei# indi+idual #eCui#ements(

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'iti6enInterf&ce –

Hee"ing in line with the #eCui#ements of t#ans"a#enc' in theenti#e accounting "#ocess P-I%&oft .2(0 "#o+ides a num e#of #e"o#ts fo# the citi*ens to +iew which includes #e"o#ts

highlighting all inflows and outflows of P-Is wo# wise andscheme wise udget and e!"enditu#es #e+enue ea#ning 'Pancha'ats etc( u" to +ouche# le+el(

SMS5 #&il/&sedAlerts57otific&tion

P-I%&oft .2(0 has a uilt in s'stem of ale#ts notifications+ia &$& $%I? on im"o#tant t#ansactions to affected use#s(

Multilin!u&lSu**ort

/he softwa#e su""o#ts D;I,>A and "#o+ides an inte#face

to each state to configu#e the softwa#e to meet thei# locallanguage needs(

Receiv&bles 5P&"&bles

P-I%&oft .2(0 allows P-Is to #eco#d details of funds to e#ecei+ed o# "aid in the futu#e(

/ud!etsti#&tion

P-I%&oft .2(0 facilitates the P-Is to ca"tu#e oth initial and#e+ised udget estimates( /he udget estimates a#eca"tu#ed as "e# "#edefined account heads(

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1.8 Roles in PRIASoft

P-I%&oft .2(0 su""o#ts the following #oles ,om"t#olle# < %udito# ene#al ,% ,ent#al %dminist#ato# &tate %udito#ene#al &tate % &tate %dminist#ato# Aist#ict %dminist#ato# P-I %dminist#ato# P-I $anage# P-I Dse#( Eou can lea#n

mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(

'o#*troller - Auditor ener&l 9'A :5'entr&l Ad#inistr&tor

$' #es"onsi ilities a#e as follows:Aefining all ,ent#all' &"onso#ed &chemes on P-I%&oft .2(0 ,ent#all' &"onso#ed &chemes a#e announced ' /he,ent#al o+e#nment funds flow in fo# these schemes to each Pancha'at,#eating the 4 tie# accounting classification consisting of $a o# =eads $ino# =eads &u =ead and > ect =eads /he,ent#al &tate scheme would e ma""ed at the &u =ead ?e+el to "#o+ide accounting unde# the scheme$a""ing ,ent#al o+e#nment schemes to %ccount =eadsAefining ,ent#al le+el an s

St&te Auditor ener&l 9St&te A :5St&te Ad#inistr&tor

$' #es"onsi ilities a#e as follows:Aefining all &tate o+e#nment &chemes$a""ing &tate o+e#nment schemes to %ccount =eads$a""ing ,ent#al and &tate o+e#nment schemes to 3 tie#s of Pancha'ats,#eation of state s"ecific o ect heads unde# ,ent#al &tate &chemesAefining &tate le+el an s

)istrict Ad#inistr&tor

$' "#ima#' #es"onsi ilit' is to manage an #aches and t#easu#ies(

PRI Ad#inistr&tor

$' #es"onsi ilities a#e as follows:&etting the )inancial Eea#$a""ing &chemes @an @#anch s /#easu#' es$anaging Post >ffice

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$anaging %ccounts < ,heCue @oo s @an /#easu#' Post >ffice$anaging >"ening @alance$anaging m"lo'ee %genc' -esident$anaging Wo# ,ase -eco#d$anaging &toc Items and &toc >"ening @alance$anaging /#ansactions -ecei"t Pa'ment ,ont#a Gou#nal$anaging Pe#iod nd P#ocedu#es Aa' $onth Eea# @oo$anaging @an /#easu#' Post >ffice -econciliations$anaging -ecei+a les and Pa'a les$anaging Initial -e+ised @udget stimate

ene#ating -e"o#ts

PRI M&n&!er

$' #es"onsi ilities a#e as follows:

&etting the )inancial Eea#$a""ing &chemes @an @#anch s /#easu#' es$anaging Post >ffice$anaging %ccounts < ,heCue @oo s @an /#easu#' Post >ffice$anaging >"ening @alance$anaging m"lo'ee %genc' -esident$anaging Wo# ,ase -eco#d$anaging &toc Items and &toc >"ening @alance$anaging /#ansactions -ecei"t Pa'ment ,ont#a Gou#nal$anaging @an /#easu#' Post >ffice -econciliations$anaging -ecei+a les and Pa'a les

$anaging Initial -e+ised @udget stimate

PRI ser

$' #es"onsi ilities a#e as follows: nte#ing Post >fficente#ing %ccounts < ,heCue @oo s @an /#easu#' Post >fficente#ing >"ening @alancente#ing m"lo'ee %genc' -esident

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nte#ing Wo# ,ase -eco#dnte#ing &toc Items and &toc >"ening @alancente#ing /#ansactions -ecei"t Pa'ment ,ont#a Gou#nalnte#ing @an /#easu#' Post >ffice -econciliationsnte#ing -ecei+a les and Pa'a lesnte#ing Initial -e+ised @udget stimate

Addition&l Infor#&tion (

@esides the #oles the#e a#e some "#inci"al sta eholde#s of the P-I%&oft .2(0 a""lication( /hese a#e:

,om"t#olle# < %udito# ene#al ,%&tate %ccountant ene#al &tate %Jilla Pancha'at Pe#sonnel@loc Pancha'at Pe#sonnel

.illage Pancha'at Pe#sonnel&tate ?ine Ae"a#tment Pe#sonnel,ent#al ?ine Ae"a#tment Pe#sonnel,iti*ens

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1.; Module Su##&r"

We ha+e now #eached the end of this module on Int#oduction to P-I%&oft( In this module we

!"lo#ed the $odel %ccounting &'stem fo# Pancha'ats()amilia#i*ed ou#sel+es with the 13 th )inance ,ommission mandate(

!"lo#ed the featu#es and inte#face of P-I%&oft .2(0(Identified the +a#ious #oles in P-I%&oft .2(0(

,ong#atulationsK Eou ha+e successfull' com"leted this module on Int#oduction to P-I%&oft(

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2.0 Module <uic4 St&rt to PRIASoft

2.1 Module Objective

Welcome to the module on Fuic &ta#t to P-I%&oft(

In this module we will lea#n to

?og onto the P-I%&oft a""lication(et sta#ted with the P-I%&oft a""lication(

/his module will ta e a""#o!imatel' 15 minutes to com"lete(

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2.2 Overview

P-I%&oft is an accounting a""lication uilt to facilitate ette# financial management of Pancha'ati -a Institutions P-Is '#inging a out t#ans"a#enc' and accounta ilit' in the maintenance of accounts(

P-I%&oft is also e!"ected to #ing a out ette# c#edi ilit' and ultimatel' st#engthen the functioning of accountingentities P-Is(

/he softwa#e is sim"le eas' to use ada"ta le secu#e t#ans"a#ent and a+aila le 24 hou#s a da' all 7 da's of the wee (

P-I%&oft eing a we ased softwa#e with use# f#iendl' featu#es accessing it is +e#' eas'(

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2.3 =o!!in! onto t e PRIASoft A**lic&tion

Eou can log onto P-I%&oft with a +alid use#name and "asswo#d assigned to 'ou# s"ecific #ole(

7ote : )o# t#ainings and hands on "#actice 'ou can +isit the demo site htt": 164(100(72(23 "#iasoftdemo( )o# actual dataent#' 'ou can +isit the online +e#sion of P-I%&oft +2(0 a+aila le at htt": accountingonline(go+(in

/o access these sites 'ou# s'stem must e connected to the Inte#net and must ha+e Inte#net !"lo#e# #owse# with the+e#sion 6(0 o# highe# installed( Eou can o tain a use# IA and "asswo#d ' #eCuesting the &tate Pancha'ati -a Ae"a#tment tow#ite to $oP-(

Eou will see the P-I%&oft home "age as soon as 'ou connect to an' of these we sites(

Eou will e a le to see the inte#nal "ages onl' afte# 'ou successfull' "#o+ide 'ou# Dse#name and Passwo#d in the ?ogin&ection(

/he login facilit' is a+aila le to the %dminist#ato# Jilla Pancha'at %dminist#ato# @loc Pancha'at %dminist#ato# .illagePancha'at %dminist#ato# A-A% %dminist#ato# @A> %dminist#ato# and @%, %dminist#ato# $anage# Jilla Pancha'at$anage# @loc Pancha'at $anage# .illage Pancha'at $anage# A-A% $anage# @A> $anage# and @%, $anage# and Dse#

Jilla Pancha'at Dse# @loc Pancha'at Dse# .illage Pancha'at Dse# A-A% Dse# @A> Dse# and @%, Dse# (

7ote : >n this "age 'ou can fill in the login details onl' in nglish ut fu#the# afte# login 'ou can wo# in othe# languages inP-I%&oft( Eou can choose an' #egional language f#om the =&n!u&!e d#o" down on the home "age(

?ogging on to the a""lication allows 'ou to le+e#age all the accounting facilities assigned to 'ou# #ole

Eou can logout off the a""lication ' clic ing =o!out on the main menu "age(

,lic ;e!t to +iew a demonst#ation on ?ogging onto the P-I%&oft a""lication(

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http://accountingonline.gov.in/

http://accountingonline.gov.in/



2.$ =o!!in! onto t e PRIASoft A**lic&tion – )e#onstr&tion

&te" 1 >n the P-I%&oft home "age in the =o!in section in the sern&#e and P&ssword fields t'"e in the a""#o"#iateuse#name and "asswo#d( In this e!am"le we will log on with an administ#ato# s c#edentials( /his will e done fo# 'ou(

&te" 1 ;ote Eou can clic Reset if 'ou want to #e ente# the use#name and "asswo#d(&ometimes while logging in the s'stem "#om"ts 'ou to o se#+e a secu#it' code image dis"la'ed on the sc#een and ente# thesame in a field( Eou must ente# this code if "#om"ted to to successfull' log onto the a""lication(

&te" 1 ;ote 2 > se#+e the ' &n!e ser Profile "age dis"la'ed if 'ou log onto the a""lication fo# the +e#' fi#st time( >nthis "age 'ou can ente# all use# s"ecific info#mation(,onseCuent logins will ta e 'ou f#om the home "age to the Select Role "age di#ectl'(

&te" 1 ;ote 2 >n the ' &n!e ser Profile "age the fields ma# ed with the #ed aste#is sign a#e mandato#' fields 'oumust fill data in these fields( In this e!am"le we will fill data in all the fields dis"la'ed(

&te" 2 In the Or!&ni6&tion field t'"e the name of the o#gani*ation 'ou wo# fo#( In this e!am"le we will t'"e MOPR (&te" 3 In the )esi!n&tion field t'"e the designation 'ou hold in the o#gani*ation 'ou wo# fo#( In this e!am"le we will

t'"e Ad#inistr&tor (

&te" 4 In the Tele* one field t'"e 'ou# contact num e#( In this e!am"le we will t'"e ;8;>23$(+( (&te" 5 In the #&il Address field t'"e 'ou# contact email add#ess( In this e!am"le we will t'"e

#o*r&nu!ul?!#&il.co# (;ote: We a#e #eCui#ed to fill in tele"hone no( and email add#ess ecause on #ele+ant t#ansactions use# will e info#medth#ough &$& and mail on this #egiste#ed tele"hone no( and email id(

&te" 6 %fte# filling in all #ele+ant details clic *d&te to sa+e all the "#ofile details 'ou ente#ed(&te" 6 ;ote >n clic ing *d&te a message o! with the message L/han s fo# u"dating the "#ofile on P-I%&oftM will e

dis"la'ed( Eou will #ecei+e a confi#mation &$& f#om P-I%&oft( /his indicates that 'ou# "#ofile details a#e successfull' sto#edon the data ase and a confi#mation &$& will e sent to 'ou# contact num e#( >n this message o! 'ou need to clic O, to"#oceed(

&te" 7 >n the Select Role "age clic the Role d#o" down list to +iew a list of #oles with which 'ou can login( In this

e!am"le o se#+e that two t'"es of administ#ato# #oles a#e dis"la'ed fo# 'ou to choose f#om(&te" 7 ;ote /his "age is dis"la'ed onl' if 'ou ha+e een assigned multi"le #oles( If 'ou a#e assigned onl' a single #ole thenthis "age will not e dis"la'ed ecause the #ole is set at the time of login itself(

&te" 7 ;ote 2 If 'ou a#e of the A-A% le+el Aist#ict le+el o# Jilla Pancha'at le+el then 'ou must select the #ele+ant #oleand dist#ict "anch'at < eCui+alent on the Select Role "age(If 'ou a#e of the @A> le+el o# @loc Pancha'at le+el then 'ou must select the #ele+ant #ole dist#ict "anch'at < eCui+alentand then loc "anch'at < eCui+alent on the Select Role "age(If 'ou a#e of the .illage Pancha'at le+el then 'ou must select the #ele+ant #ole dist#ict "anch'at < eCui+alent loc

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"anch'at < eCui+alent and then finall' +illage "anch'at < eCui+alent on the Select Role "age(&te" 8 )#om the list select a #ole( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor (&te" 8 ;ote > se#+e that this selection leads to the dis"la' of a few mo#e data ent#' fields(&te" 9 )#om the )istrict d#o" down 'ou can select a dist#ict co##es"onding to which 'ou want to "e#fo#m accounting

acti+ities( In this e!am"le ecause we ha+e logged in with the c#edentials of the %;D D? administ#ato# this list dis"la's anA7 = ' default we will now #etain this ent#' fo# this e!am"le(

&te" 10 ,lic Sub#it to sa+e the details ente#ed and "#oceed to the ne!t "age(&te" 11 ;ote When 'ou log onto the s'stem fo# the fi#st time the s'stem "#om"ts 'ou to set the financial 'ea# efo#e

na+igating to the P-I%&oft main menu "age( When 'ou set the financial 'ea# at this unctu#e all su seCuent accountingt#ansactions that 'ou "e#fo#m in P-I%&oft fo# the #est of the 'ea# will ta e the set financial 'ea# as the cu##ent financial 'ea#( &te" 11 >n the Select %in&nci&l e&r "age clic the %in&nci&l e&r d#o" down list to +iew a list of 'ea#s(

&te" 12 )#om the list select a 'ea#( In this e!am"le we will select 2010 2011 (&te" 12 ;ote /o lea#n mo#e a out setting financial 'ea#s 'ou can #efe# to the moduleN &etting the )inancial Eea# (&te" 13 ,lic Sub#it to "#oceed(&te" 13 ;ote > se#+e the P-I%&oft main menu "age( >n this "age note that all the details 'ou #eco#ded ea#lie# a#e

dis"la'ed( In this e!am"le we #eco#ded @loc Pancha'at name financial 'ea# use#name and #ole(/his main menu "age allows 'ou to "e#fo#m all accounting t#ansactions( =el" o"tion "#o+ided on this "age gi+es 'ou detailedassistance on how 'ou can use each menu item o"tion(,ong#atulations( Eou ha+e now lea#nt to log onto the P-I%&oft a""lication(

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2.( =o!in rrors

If a login o"e#ation is successful 'ou will e a le to "#oceed with the a""lication( In case of an e##o# an a""#o"#iatemessage is dis"la'ed detailing the #eason fo# the login failu#e o# "#om"ting 'ou to "e#fo#m the #ight action(

Mess&!e )escri*tionPlease ente# Dse#name /his indicates that 'ou ha+e clic ed =o!in efo#e ente#ing a

use#name( In this case 'ou must clic O, on the messageo! ente# a #ele+ant use#name and "asswo#d and then

clic =o!in (Please ente# Passwo#d /his indicates that 'ou ha+e ente#ed the use#name and

clic ed =o!in efo#e ente#ing an a""#o"#iate "asswo#d( Inthis case 'ou must clic O, on the message o! ente# a#ele+ant use#name and "asswo#d and then clic =o!in (

In+alid login ithe# use#name o# "asswo#d isinco##ect(

/his indicates that 'ou ha+e ente#ed a w#ong use#name o#"asswo#d while logging onto the a""lication( In this case'ou must clic O, on the message o! ente# the co##ectuse#name and "asswo#d and then clic =o!in (

nte# the lette# as the' a#eshown in the image a o+e(

/his indicates that the use# has not ente#ed the secu#it'code in the field dis"la'ed while logging onto thea""lication( In this case 'ou must clic O, on the message

o! o se#+e the image containing the secu#it' code ente#the same in the field dis"la'ed and then clic =o!in (

Eou# account is tem"o#a#il'loc ed( Please t#' afte#

some time(

/his indicates that 'ou ha+e e!ceeded the total num e# oflogin attem"ts( In this case 'ou must clic O, on themessage o! wait fo# two hou#s and then t#' logging ontothe a""lication again( If it still doesn t wo# 'ou mustcontact the &'stem %dminist#ato#(

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2.+ 'le&r =o!in Atte#*t Re*ort

/he ,lea# ?ogin %ttem"t #e"o#t ena les 'ou to +iew the list of use#s whose use# IAs ha+e een loc ed due to #e"eated

unsuccessful login attem"ts( /h#ough this #e"o#t we can un loc these use# IAs(

%n' autho#i*ed use# can +iew 'le&r =o!in Atte#*t #e"o#t in the P-I%&oft a""lication unde# Re*orts.

,lic ;e!t to +iew a demonst#ation on +iewing a ,lea# ?ogin %ttem"t #e"o#t(

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2.8 'le&r =o!in Atte#*t Re*ort – )e#onstr&tion

&te" 1 >n the P-I%&oft main menu "age clic Re*orts.

&te" 2 Dnde# Re*orts choose 'le&r =o!in Atte#*t to +iew the list of loc ed use#s(

;ote: /he 'le&r =o!in Atte#*t "age is dis"la'ed(

&te" 3 >n the 'le&r =o!in Atte#*t "age clic the chec o! co##es"onding to the use# IA 'ou want to un loc ( In this e!am"le wewill select PRA,ASAM A)M (

;ote: /he columns #&il Address and Tele* one dis"la' the #egiste#ed email add#ess and tele"hone num e#s of the co##es"ondinguse#s if the' ha+e "#o+ided this info#mation(

/his #e"o#t dis"la's 3 uttons: S&ve 'le&r and 'lose (

,lic ing S&ve will un loc the loc ed use#(,lic ing 'le&r will #eset the selections(,lic ing 'lose will ta e us ac to the P-I%&oft main menu "age(

&te" 4 ,lic S&ve to un loc the loc ed use#(

;ote: /he message L )&t& s&ved successfull" M is dis"la'ed(

&te" 5 ,lic O,.

&te" 6 ,lic 'lose to #etu#n to the P-I%&oft main menu "age( (

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the ,lea# ?ogin %ttem"t #e"o#t(

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2.; ' &n!in! t e P&ssword

If 'ou want to change 'ou# login "asswo#d 'ou can do the same ' clic ing ' &n!e P&ssword on the main menu "age( >nclic ing this o"tion 'ou will e "#om"ted to ente# the old "asswo#d and then the new "asswo#d in the Old P&ssword and

7ew P&ssword fields #es"ecti+el'( Eou must #e #ente# the new "asswo#d one mo#e time in the 'onfir# P&ssword fieldto authenticate 'ou# new "asswo#d( Post ente#ing these data 'ou can clic S&ve to sa+e the new "asswo#d(

Mess&!e )escri*tionPlease ente# the >ldPasswo#d(

/his message indicates that 'ou need to ente# 'ou# old"asswo#d( /his message is dis"la'ed when 'ou clic S&ve on the ' &n!e P&ssword "age without ente#ing the old"asswo#d in the Old P&ssword field( In this case 'ou mustclic O, on the message o! ente# the old "asswo#d in theOld P&ssword field and then clic S&ve (

Please ente# ;ew Passwo#d /his message indicates that 'ou need to ente# 'ou# new"asswo#d( /his message is dis"la'ed when 'ou clic S&ve on the ' &n!e P&ssword "age without ente#ing the new"asswo#d in the 7ew P&ssword field( In this case 'oumust clic O, on the message o! ente# the new "asswo#din the 7ew P&ssword field and then clic S&ve (

Please ente# a confi#mation"asswo#d(

/his message is dis"la'ed when 'ou clic S&ve on the' &n!e P&ssword "age without #e ente#ing the new"asswo#d in the 'onfir# P&ssword field( In this case 'oumust clic O, on the message o! ente# the new "asswo#din the 'onfir# P&ssword field and then clic S&ve (

,onfi#m Passwo#d does notmatch with new "asswo#d(

/his indicates that the "asswo#d 'ou ente#ed in the'onfir# P&ssword field does not match with the "asswo#d'ou ente#ed in the 7ew P&ssword field( /his message isdis"la'ed when 'ou ente# a ,onfi#m Passwo#d does notmatch with new "asswo#d and clic the S&ve utton on the' &n!e P&ssword "age(In this case 'ou must clic O, on the message o! ensu#ethat 'ou ente# the same "asswo#d in oth fields 7ewP&ssword and 'onfir# P&ssword and then clic =o!in (

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;ew "asswo#d must includeat least one num e# andone s"ecial cha#acte#(

/his message indicates that the "asswo#d should include atleast one num e# and one s"ecial cha#acte#( /his messageis dis"la'ed when 'ou s"ecif' a "asswo#d that does notinclude at least one num e# and one s"ecial cha#acte# and

clic the &a+e utton on the ,hange Passwo#d "age(In this case 'ou must clic >H on the message o! andthen #e ente# a new "asswo#d with one num e# and ones"ecial cha#acte#(

Passwo#d must ha+e min( 8cha#acte#s and ma!( 12cha#acte#s(

/his message indicates that the "asswo#d should contain aminimum of 8 cha#acte#s and a ma!imum of 12 cha#acte#s(/his message is dis"la'ed when 'ou s"ecif' a "asswo#dthat does not ha+e a minimum of 8 and ma!imum of 12cha#acte#s and clic &a+e on the ,hange Passwo#d "age(In this case 'ou must clic >H on the message o! andthen #e ente# a new "asswo#d with the num e# ofcha#acte#s #anging etween 8 and 12(

Passwo#d changedsuccessfull'(

/his message indicates that the "asswo#d has eenchanged successfull'( In this case 'ou must ust clic >Hon the message o! and continue(

;ew Passwo#d cannot esame as old o# "#e+ious"asswo#d(

/his message indicates that the "asswo#d 'ou ente#ed isthe same as the "asswo#d 'ou had ea#lie#(

/his message is dis"la'ed when 'ou s"ecif' an old o# the"#e+ious "asswo#d and clic the &a+e utton on the,hange Passwo#d "age(

In this case 'ou must clic >H on the message o! andthen ente# a new "asswo#d which is significantl' diffe#entf#om the old one(

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2.> <uic4 St&rt to PRIASoft

P&nc &"&ti R&j Institution Accountin! Softw&re 9PRIASoft: is de+elo"ed ' the ;ational Info#matics ,ent#e $inist#'of Info#mation /echnolog' and o+e#nment of India fo# Pancha'ati -a Institutions to effecti+el' monito# and manage thei#

accounts( /he use#s of P-I%&oft include ,ent#al %dminist#ato# ,om"t#olle# < %udito# ene#al ,% &tate %dminist#ato# &tate %udito# ene#al &tate % Jilla Pancha'at %dminist#ato# Jilla Pancha'at Dse# @loc Pancha'at %dminist#ato# @locPancha'at Dse# .illage Pancha'at %dminist#ato# and .illage Pancha'at Dse#( /he a""lication focuses "#edominantl' onschemes Pancha'ats need to unde#stand onl' the use of fou# +ouche#s( /he a""lication is +e#' intuiti+e all #e"o#ts a#egene#ated automaticall'( It allows two stage data ent#' th#ough o"e#ato#s and administ#ato#s(

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(Addition&l Infor#&tion

/he ,ent#al %dminist#ato# defines all the ,ent#all' &"onso#ed &chemes unde# which funds flow into theP-Is accounting entities( &tate %dminist#ato#s define thei# #es"ecti+e &tate &"onso#ed &chemes unde# which fundsflow into the P-Is accounting entities(&tate %dminist#ato#s ma" the ,ent#al &tate &chemes fo# Jilla Pancha'at @loc Pancha'at .illage Pancha'at( /he'can s"ecif' the schemes that would e o"e#ational at each tie#( /his is a #oad ma""ing and indi+idual JP @P .P canma" the schemes a""lica le fo# them f#om this list(/he ,ent#al %dminist#ato# ma"s the ,ent#al &"onso#ed &chemes at the &u =ead le+el( /his #eCui#es ma""ingschemes with the $a o# $ino# =eads at the -ecei"t !"enditu#e &ide as "e# the accounting st#uctu#e "#o"osed ',<% (&tate %dminist#ato#s ma"s the &tate o+e#nment &chemes at the &u =ead le+el( /his #eCui#es ma""ing schemeswith the $a o# $ino# =eads at the -ecei"t !"enditu#e &ide as "e# the accounting st#uctu#e "#o"osed ' ,<% (/he ,ent#al %dminist#ato# defines the > ect =ead fo# #ecei"ts and e!"enditu#e unde# schemes( /hese > ect =eadsinclude those unde# which funds a#e #ecei+ed unde# a scheme and those unde# which e!"enditu#es a#e #eco#dedunde# a scheme(&tate %dminist#ato#s define the > ect =ead fo# #ecei"ts and e!"enditu#e unde# the &tate o+e#nment schemes( %&tate %dminist#ato# can also ma" the &tate &chemes with the standa#d > ect =eads c#eated ' the ,ent#al%dminist#ato#(&tate %dminist#ato#s define the list of ?ine Ae"a#tments a""lica le at the &tate Jilla Pancha'at @locPancha'at .illage Pancha'at ?e+el(&tate %dminist#ato#s define the maste# list of &toc Items( /his list can e fu#the# a""ended ' the #es"ecti+eaccounting units(/he ,ent#al %dminist#ato# defines the maste# list of nationali*ed an s(

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&tate %dminist#ato#s define the maste# list of state s"ecific an s if an'(ach accounting unit is #eCui#ed to set its )inancial Eea# in the a""lication( /he )inancial Eea# s"ecifies the 'ea# f#om

which the accounts would e maintained in P-I%&oft(ach accounting unit can o"tionall' ma" schemes fo# thei# #es"ecti+e tie#( /his im"lies that the' can s"ecif' the list of

schemes unde# which the' would e #ecei+ing o# "a'ing out funds(

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2.10 M&ster )&t& ntr" in PRIASoft

P-I%&oft is #oadl' di+ided into the following sections: $aste# nt#' /#ansaction @udget stimates and -e"o#ts(

?et us e!"lo#e maste# data ent#' in detail(

ach accounting unit is #eCui#ed to ente# $aste# Aata that fo#ms the ac one of t#ansaction data( /hough $aste# Aata cane ente#ed as and when #eCui#ed it is ette# to ente# the same in the eginning to #educe swa""ing etween /#ansaction

and $aste# Aata fo#ms(

$aste# Aata ente#ed ' each %ccounting ntit' JP @P P include:

/#easu#' details these a#e ente#ed at the Aist#ict ?e+el/#easu#' account details these a#e ente#ed ' the #es"ecti+e accounting units if the funds a#e e"t in t#easu#ies@an #anch details these a#e ente#ed at the Aist#ict ?e+el$a""ing of @an @#anches@an account details these a#e ente#ed ' the #es"ecti+e accounting units if the funds a#e e"t in an sPost office detailsPost office account details these a#e ente#ed ' the #es"ecti+e accounting units if the funds a#e e"t in "ost offices,heCue oo details "e#taining to /#easu#' @an Post >ffice %ccounts

m"lo'ee -esident %genc' details&toc Item Aetails>"ening @alance these a#e ente#ed ' the #es"ecti+e accounting unit with #es"ect to /#easu#' @an Post >ffice%ccounts co##es"onding to schemes till the scheme #ecei"t head le+el>"ening @alance of &toc s these details a#e "e#tinent to each item co##es"onding to schemes till the scheme #ecei"thead le+elWo# ,ase #eco#d details

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2.11 Tr&ns&ctions in PRIASoft

P-I%&oft ca"tu#es the most distincti+e featu#e of the accounting s'stem the classification and diffe#entiation of financialt#ansactions unde# oth #ecei"ts and "a'ments( It also ca"tu#es the details of cont#a ent#ies de"osits and withd#awals(

%dding an t#easu#' #econciliation statements fo# a gi+en month stoc #ecei"t issue details and sale details a#e alsoca"tu#ed unde# this section( ach accounting unit egins #eco#ding +ouche# ent#ies as and when a t#ansaction occu#s( )ou#t'"es of +ouche#s a#e su""o#ted ' P-I%&oft: -ecei"t Pa'ment Gou#nal and ,ont#a .ouche#s(

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2.12 Recei*t &nd P&"#ent Bouc ers

-ecei"t .ouche#s #eco#d details "e#taining to the funds mone' #ecei+ed ' the P-Is( /he #ecei"t +ouche# is fu#the# classifiedas:

Ai#ect -ecei"t N /o #eco#d details of the funds #ecei+ed ' P-Is unde# schemes o# own #esou#ces(/#ansfe# -ecei"t N /o #eco#d details of the #ecei"t of funds t#ansfe##ed to P-Is ' othe# P-Is(%d+ance -ecei"t N /o #eco#d details of the #ecei"t of ad+ances gi+en to P-Is ' othe# P-Is(-efund of %d+ance N /o #eco#d details of the #ecei"t of #efunds of ad+ances(,ancellation of ,heCues N /o #eco#d details of the #e+e#se ent#' of "a'ments made th#ough cheCues if a cheCue islost o# its +alidit' e!"i#es(

Pa'ment .ouche#s #eco#d details "e#taining to e!"enditu#e incu##ed ' P-Is( /he "a'ment +ouche# is fu#the# classified as

!"enditu#e N /o #eco#d details of the e!"enditu#e incu##ed ' P-Is/#ansfe# N /o #eco#d details of the funds t#ansfe##ed to P-Is%d+ances N /o #eco#d details of the ad+ances gi+en to em"lo'ees agenc' othe# P-Is and so on-ecei"t cancellation N /o #eco#d details of the #e+e#se ent#' fo# cancelling an' #ecei"t acce"ted ' P-Is

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2.13 'ontr& &nd Courn&l Bouc ers

,ont#a .ouche#s #eco#d details of the t#ansfe# of funds within schemes( /his im"lies an' fund flow that ha""ens within ascheme ,ash to /#easu#' @an Post >ffice and +ice +e#sa(

Gou#nal .ouche#s #eco#d details of #ectification ent#ies( /his allows #ectif'ing ent#ies made co##es"onding to the head ofaccounts to oo e!"enditu#e unde# the co##ect head of account ( /he Gou#nal +ouche# is fu#the# classified as:

-ecei"t -ectification /o #ectif' an' inco##ect #ecei"t(Pa'ment -ectification /o #ectif' an' inco##ect "a'ment(%d+ance -ectification /o #ectif' an' inco##ect ad+ances made(%d ustment /o #eco#d details of ad ustments made to ad+ances gi+en(Aeduction N /o #eco#d details of deductions(

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2.1$ /ud!et sti#&tes Period nd Procedure &nd Ot er Tr&ns&ctions in PRIASoft

@udget stimates allows P-Is to ca"tu#e oth initial and #e+ised udget estimates fo# all fund #ecei"ts and "a'ments( /heudget estimates a#e ca"tu#ed ased on the "#edefined %ccount =eads(

Pe#iod nd P#ocedu#es allows P-Is to close the oo of accounts( /his is "e#fo#med using o"tions such as ,lose Aa' @ooand ,lose $onth @oo ( ,lose Aa' @oo allows use#s to close the Aa' @oo while ,lose $onth @oo allows use#s to close the$onth @oo (

>the# /#ansactions that can e "e#fo#med using P-I%&oft include @an /#easu#' Post >ffice -econciliation and-ecei+a les Pa'a les data ent#'(

@an /#easu#' Post >ffice -econciliation allows P-Is to #econcile the ,ash @oo gene#ated ' P-I%&oft with the actual "assoo maintained in an s t#easu#ies "ost >ffices( /he -ecei+a les Pa'a les o"tion allows P-Is to #eco#d details of funds toe "aid out #ecei+ed in futu#e(

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2.1( Re*orts in PRIASoft

ach accounting unit can gene#ate the following #e"o#ts as "#esc#i ed ' ,om"t#olle# < %ccounting ene#al ,<% f#omdata a+aila le in P-I%&oft:

Aa' @oo$onthl' ,ash @oo&cheme Wise ,ash @oo?edge# @oo&cheme Wise Gou#nal @oo&cheme wise ,heCue -ecei"t -egiste#&cheme wise ,heCue Issue -egiste#-egiste# of %d+ances-egiste# of -ecei+a les and Pa'a les%nnual -ecei"ts and Pa'ments %ccounts

,onsolidated a st#act #egiste#$onthl' -econciliation &tatement&toc #egiste#>"ening @alance -e"o#t=eads of %ccount

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2.1+ Module Su##&r"

We ha+e now #eached the end of this module on Fuic &ta#t to P-I%&oft( In this module we lea#nt to

?og onto the P-I%&oft a""lication(et sta#ted with the P-I%&oft a""lication(

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3.0 Module – Settin! t e %in&nci&l e&r


Welcome to the &etting the )inancial Eea# module(

In this module we will lea#n to set the financial 'ea# fo# accounting

/his module would ta e a""#o!imatel' 5 minutes to com"lete(

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3.3 T e %in&nci&l e&r O*tion

/he %in&nci&l e&r o"tion allows 'ou to set a s"ecific financial 'ea# once this o"tion is set the a""lication allows 'ou tomaintain accounts dating onl' f#om the s"ecified 'ea#(

Eou can select a s"ecific 'ea# f#om 2010 2011 to the cu##ent financial 'ea#(

>nce this 'ea# is set fo# an accounting entit' 'ou can sta#t #eco#ding the t#ansactions in the a""lication(

7ote :

/he use# with the assigned #ole of P-I %dminist#ato# can set the financial Eea# in the softwa#e(

/he %in&nci&l e&r o"tion is dis"la'ed as soon as a use# logs in and selects his #ole the o"tion can also e in+o ed' choosing M&ster ntr" Set %in&nci&l e&r (

% "#e#eCuisite fo# changing the financial 'ea# fo# t#ansactions is that the accounting entities must not ha+e ente#edan' >"ening @alance .ouche#s in the cu##entl' set financial 'ea#( If the accounting entities ha+e ente#ed an'>"ening @alance .ouche#s ent#' in the set financial 'ea# this o"tion is disa led(

%lso when the accounting entit' closes its 'ea# oo this 'ea# would e inc#emented to the ne!t financial 'ea# andthe o"tion would e shown in the disa led mode(

,lic 7eDt to +iew a demonst#ation on selecting the financial 'ea# fo# #eco#ding t#ansactions(

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3.$ Selectin! t e %in&nci&l e&r for Recordin! Tr&ns&ctions )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(

&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Set %in&nci&l e&r to o"en the Select %in&nci&l e&r "age(&te" 3 >n the Select %in&nci&l e&r "age clic the %in&nci&l e&r d#o" down list(

;ote: /he d#o" down list would contain the financial 'ea# sta#ting f#om 2010 2011 to the cu##ent financial 'ea#(&te" 4 ,hoose the #ele+ant 'ea# f#om which 'ou want to sta#t #eco#ding t#ansactions in the a""lication( In this e!am"le we

will choose 2011 2012 (&te" 5 ,lic Sub#it to set the financial 'ea#(&te" 6 ,lic 'lose to disca#d the changes and #etu#n to the P-I%&oft home "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' set the financial 'ea#(

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3.( Module Su##&r"

We ha+e now #eached the end of this module on &etting the )inancial Eea#( In this module we lea#nt to set the financial 'ea#fo# accounting which is mandato#' efo#e sta#ting an' financial t#ansaction and need to e done onl' once and would e

auto inc#emented to the ne!t 'ea# on close of 'ea# oo (

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$.0 Module – M&n&!in! Sc e#es usin! PRIASoft

$.1 Module Objectives

Welcome to the module on $anaging &chemes using P-I%&oft module(

In this module we will lea#n to:

,#eate and manage ,ent#al and &tate s"onso#ed schemes($a" ,ent#al and &tate s"onso#ed schemes fo# usage ' P-Is(

/his module would ta e a""#o!imatel' 15 minutes to com"lete(

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$.2 Overview

%s a ,<% &tate %dminist#ato# it is mandato#' that 'ou "o"ulate all scheme s"ecific data on P-I%&oft so that the ase isset fo# accounting entities to conduct financial t#ansactions on the a""lication(

?et us now e!"lo#e how to c#eate and ma" schemes on P-I%&oft(

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$.3 Eor4in! wit 'entr&l &nd St&te S*onsored Sc e#es

,ent#al &chemes a#e c#eated ' the ,<% %dminist#ato# and &tate &"onso#ed &chemes a#e c#eated ' &tate %%dminist#ato#(

,ent#al and &tate &chemes a#e ma""ed ' the &tate % %dminist#ato# to #ende# them a+aila le fo# accounting entitiesac#oss the &tate(

,lic 7eDt to +iew a demonst#ation on ,#eating ,ent#al &chemes(

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$.$ 're&tin! 'entr&l Sc e#es – )e#onstr&tion

&te" 1 >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e in 'ou# use#name and "asswo#d(&te" 2 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(

&te" 3 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(&te" 4 ,lic %dd to o"en the 're&te Sc e#e5Sc e#e 'o#*onent "age( >n this "age 'ou can choose to c#eate eithe#schemes o# scheme com"onents( In this e!am"le we will c#eate a scheme(

&te" 5 >n the 're&te Sc e#e 'o#*onent "age select Add Sc e#e (&te" 6 In the Sc e#e 7&#e5'o#*onent field t'"e the name of the scheme 'ou want to #eco#d( In this e!am"le we will

t'"e /hi#teenth )inance ,ommission(&te" 7 In the Sc e#e 7&#e 9Abbrevi&tion: field t'"e the a #e+iation of the scheme name 'ou ente#ed ea#lie#( In this

e!am"le we will t'"e T%' (&te" 8 In the Sc e#e 7&#e5'o#*onent 9=oc&l =&n!u&!e: field t'"e in the name of the scheme 'ou ha+e ente#ed

ea#lie# in a local language( In this e!am"le we will t'"e @ac wa#d -egion #ant )unds In =I;AI&te" 9 ,lic S&ve to #eco#d the ent#'(

;ote % success message is dis"la'ed( ,lic O, (,ong#atulations( Eou ha+e now lea#nt to c#eate a ,ent#al scheme in P-I%&oft(

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$.( 're&tin! 'o#*onents for 'entr&l Sc e#es

;ow let us c#eate a com"onent unde# the scheme we c#eated ea#lie#(

T irteent %in&nce 'o##ission is a ,ent#al &cheme and has fou# com"onents unde# which the mone' is gi+en to the&tate( /hese com"onents a#e ener&l Are& /&sic r&nt ener&l Are& Perfor#&nce r&nt S*eci&l Are& /&sic r&nt and S*eci&l Are& Perfor#&nce r&nt (

?et us now lea#n to c#eate a com"onent S*eci&l Are& Perfor#&nce r&nt unde# the TF%' &cheme(

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(

Addition&l Infor#&tionGEou can c#eate multi"le com"onents unde# a s"ecific scheme(Eou can c#eate su com"onent s unde# an' com"onent(

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$.+ 're&tin! 'entr&l Sc e#e 'o#*onents – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the ,<% %dminist#ato# s #ole(&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(

&te" 2 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(&te" 3 ,lic Add to o"en the 're&te Sc e#e5Sc e#e 'o#*onent "age( >n this "age 'ou can choose to c#eate eithe#schemes o# scheme com"onents( In this e!am"le we will c#eate a &cheme ,om"onent(

&te" 4 >n the 're&te Sc e#e 'o#*onent "age select Add 'o#*onent (&te" 5 ,lic the Select Sc e#e d#o" down list to +iew a list of schemes(&te" 6 )#om the list select a scheme name unde# which 'ou wish to c#eate scheme com"onents( In this e!am"le we will

select T irteent %in&nce 'o##ission (&te" 7 In the Sc e#e 7&#e5'o#*onent field t'"e in the name of the com"onent 'ou want to #eco#d( In this e!am"le

we will t'"e S*eci&l Are& Perfor#&nce r&nt.&te" 8 In the Sc e#e 7&#e5'o#*onent 9=oc&l =&n!u&!e: field t'"e in the name of the com"onent 'ou ha+e ente#ed

ea#lie# in a local language( In this e!am"le we will t'"e S*eci&l Are& Perfor#&nce r&nt 9In Findi:.

&te" 9 ,lic S&ve to #eco#d the ent#'(&te" 10 % success message is dis"la'ed( ,lic O, (,ong#atulations( Eou ha+e now lea#nt to c#eate com"onents unde# ,ent#al &chemes in P-I%&oft(

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$.8 Modif"in! 'entr&l Sc e#es5'o#*onents

We ha+e c#eated ,ent#al &chemes and added thei# com"onents ea#lie#(

Eou might now want to u"date a s"ecific scheme o# its com"onent details o# add mo#e com"onents to that scheme(?et us lea#n how to modif' these scheme details using P-I%&oft(


Pre conditions /o modif' a scheme com"onent details 'ou must ensu#e that 'ou ha+e c#eated #eco#ds fo# at least onescheme com"onent(

Post conditions,#eated ,ent#al &chemes a#e a+aila le fo# ma""ing ' the &tate %dminist#ato# s of all &tates(%fte# c#eating schemes these schemes a#e #ende#ed a+aila le fo# ma""ing fo# all &tates(

,lic 7eDt to +iew a demonst#ation on $odif'ing ,ent#al &chemes ,om"onents(

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$.; Modif"in! 'entr&l Sc e#es5'o#*onents – )e#onstr&tion

&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(

&te" 3 ,lic Modif" to o"en the *d&te Sc e#e5'o#*onent "age( >n this "age 'ou can choose to modif' scheme o#com"onents details( In this e!am"le we will modif' scheme details(&te" 4 ,lic the Select Sc e#e d#o" down list to +iew a list of schemes(&te" 5 )#om the Select Sc e#e d#o" down list select the name of the scheme co##es"onding to which 'ou want to

modif' details( In this e!am"le we will select T irteent %in&nce 'o##ission (&te" 6 > se#+e that com"onents co##es"onding to the selected scheme a#e dis"la'ed( ,lic an' com"onent off the ones

dis"la'ed( In this e!am"le we will clic S*eci&l Are& Perfor#&nce r&nt (&te" 7 > se#+e that the selected com"onent name is dis"la'ed in the Sc e#e 7&#e5'o#*onent field(&te" 7 ;ote Eou can edit the name of the com"onent if desi#ed(&te" 8 ,lic *d&te to u"date the details fo# the selected scheme(&te" 9 % success message is dis"la'ed( ,lic O, (

&te" 10 ,lic ,lose to close the *d&te Sc e#e5'o#*onent "age(,ong#atulations( Eou ha+e now lea#nt to modif' ,ent#al &chemes com"onents in P-I%&oft(

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$.> Biewin! 'entr&l Sc e#es5'o#*onents

We ha+e c#eated ,ent#al &chemes and added thei# com"onents ea#lie#(

;ow let us lea#n how to +iew these schemes and thei# details using P-I%&oft(,lic 7eDt to +iew a demonst#ation on .iewing ,ent#al &chemes ,om"onents(

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$.10 Biewin! 'entr&l Sc e#es5'o#*onents – )e#onstr&tion


&te" 3 ,lic Biew to o"en the Biew Sc e#es "age( >n this "age 'ou can +iew all scheme com"onent details(&te" 4 ,lic 'lose to close the Biew Sc e#es "age(,ong#atulations( Eou ha+e now lea#nt to +iew ,ent#al &chemes com"onents in P-I%&oft(

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$.11 're&tin! St&te Sc e#es

We ha+e c#eated ,ent#al &chemes and thei# com"onents ea#lie#(

?et us now lea#n to c#eate schemes at the &tate le+el using P-I%&oft(


Pre condition /o c#eate a scheme com"onent 'ou should ensu#e that 'ou ha+e c#eated atleast one scheme so that 'ou canatt#i ute the com"onent to that s"ecific scheme(

Post conditionsEou cannot modif' scheme details if t#ansactions a#e #eco#ded unde# those schemes(%fte# c#eating schemes these schemes a#e #ende#ed a+aila le fo# ma""ing fo# all &tates(

,lic 7eDt to +iew a demonst#ation on ,#eating &chemes fo# a &tate(

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$.12 're&tin! St&te Sc e#es – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the &tate % %dminist#ato# s #ole(&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(

&te" 2 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(&te" 3 ,lic Add to o"en the 're&te Sc e#e 'o#*onent "age( >n this "age 'ou can choose to c#eate eithe# states"onso#ed schemes o# scheme com"onents( In this e!am"le we will c#eate a scheme(

&te" 4 In the Sc e#e 7&#e5'o#*onent field t'"e in the name of the scheme 'ou want to #eco#d( In this e!am"le wewill t'"e St&te %in&nce 'o##ission (

&te" 5 In the Sc e#e 7&#e 9Abbrevi&tion: field t'"e in the a #e+iation of the scheme name 'ou ente#ed ea#lie#( Inthis e!am"le we will t'"e S%' (>"tionall' in the Sc e#e 7&#e5'o#*onent 9=oc&l =&n!u&!e: field 'ou can t'"e in name of the com"onent 'ou ha+eente#ed ea#lie# in a local language(

&te" 6 ,lic S&ve to #eco#d the ent#'(,ong#atulations( Eou ha+e now lea#nt to c#eate a &tate scheme in P-I%&oft(

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$.13 're&tin! 'o#*onents for St&te Sc e#es

;ow let us now lea#n to c#eate a com"onent unde# the &tate scheme we c#eated ea#lie#(

We will c#eate a com"onent 'o##unit" Infr&structure unde# the St&te %in&nce 'o##ission &cheme(


Addition&l Infor#&tionGEou can c#eate multi"le com"onents unde# a s"ecific scheme(Eou can c#eate su com"onent s unde# an' com"onent(

,lic 7eDt to +iew a demonst#ation on c#eating a com"onent unde# a ,ent#al &cheme(

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$.1$ 're&tin! St&te Sc e#e 'o#*onents – )e#onstr&tion


&te" 2 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(&te" 3 ,lic Add to o"en the 're&te Sc e#e 'o#*onent "age( >n this "age 'ou can choose to c#eate eithe# states"onso#ed schemes o# scheme com"onents( In this e!am"le we will c#eate a scheme com"onent(

&te" 4 >n the 're&te Sc e#e 'o#*onent "age select Add 'o#*onent (&te" 5 ,lic the Select Sc e#e d#o" down list to +iew a list of schemes(&te" 6 )#om the list select a scheme name unde# which 'ou wish to c#eate scheme com"onents( In this e!am"le we will

select St&te %in&nce 'o##ission (>n selecting a desi#ed scheme in the Sc e#e 7&#e5'o#*onent section o se#+e that the selected scheme name isdis"la'ed(

&te" 7 In the Sc e#e 7&#e5'o#*onent field t'"e the name of the com"onent 'ou want to #eco#d( In this e!am"le wewill t'"e 'o##unit" Infr&structure (>"tionall' in the Sc e#e 7&#e5'o#*onent 9=oc&l =&n!u&!e: field 'ou can t'"e in name of the com"onent 'ou ha+eente#ed ea#lie# in a local language(

&te" 8 ,lic S&ve to #eco#d the ent#'(&te" 9 % success message is dis"la'ed( ,lic O, (

,ong#atulations( Eou ha+e now lea#nt to c#eate a com"onent fo# a &tate s"onso#ed schemes in P-I%&oft(

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$.1( Modif"in! St&te Sc e#es5'o#*onents

We ha+e c#eated &tate &chemes and added thei# com"onents ea#lie#(

Eou might now want to u"date a s"ecific scheme o# its com"onent details o# add mo#e com"onents to that scheme(

?et us lea#n how to modif' these scheme details using P-I%&oft(


Pre condition /o modif' a scheme com"onent details 'ou must ensu#e that 'ou ha+e c#eated #eco#ds fo# at least onescheme com"onent(

,lic 7eDt to +iew a demonst#ation on $odif'ing &tate &chemes ,om"onents(

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$.1+ Modif"in! St&te Sc e#es5'o#*onents )e#onstr&tion


&te" 2 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(&te" 3 ,lic Modif" to o"en the *d&te Sc e#e5'o#*onent "age( >n this "age 'ou can choose to modif' scheme o#com"onents details( In this e!am"le we will modif' scheme details(

&te" 4 ,lic the Select Sc e#e d#o" down list to +iew a list of schemes(&te" 5 )#om the Select Sc e#e d#o" down list select the name of the scheme co##es"onding to which 'ou want to

modif' details( In this e!am"le we will select STAT %I7A7' 'OMISSIO7 (&te" 6 > se#+e that com"onents co##es"onding to the selected scheme a#e dis"la'ed( ,lic an' com"onent off the ones

dis"la'ed( In this e!am"le we will clic 'o##unit" Infr&structure (&te" 7 > se#+e that the selected com"onent name is dis"la'ed in the Sc e#e 7&#e5'o#*onent field(&te" 8 In this e!am"le we will modif' the dis"la'ed com"onent name( In the Sc e#e 7&#e5'o#*onent field #e"lace

'o##unit" Infr&structure with 'o##unit" Infr&structure for PRI.&te" 9 ,lic *d&te to u"date the details(&te" 10 % success message is dis"la'ed( ,lic O, (&te" 11 ,lic ,lose to close the *d&te Sc e#e5'o#*onent "age(

,ong#atulations( Eou ha+e now lea#nt to modif' &tate &chemes com"onents in P-I%&oft(

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$.18 Biewin! St&te Sc e#es5'o#*onents

We ha+e c#eated &tate &chemes and added thei# com"onents ea#lie#(

;ow let us lea#n how to +iew these scheme details using P-I%&oft(

,lic 7eDt to +iew a demonst#ation on .iewing &tate &chemes ,om"onents(

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$.1; Biewin! St&te Sc e#es5'o#*onents – )e#onstr&tion


&te" 3 ,lic Biew to o"en the Biew Sc e#es "age( >n this "age 'ou can +iew all scheme com"onent details(&te" 4 ,lic ,lose to close the Biew Sc e#es "age(,ong#atulations( Eou ha+e now lea#nt to +iew &tate &chemes com"onents in P-I%&oft(

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$.1> M&**in! Sc e#es

/he M&**in! Sc e#es o"tion allows each Pancha'at to ma" the schemes that the' deal with(Eou can ma" unma" schemes a""lica le to the &tate Jilla Pancha'at @loc Pancha'at .illage Pancha'at A-A% and @A>(7ote 1 : A-A% is the ?ine Ae"a#tment at the Jilla Pancha'at le+el and @A> is the ?ine Ae"a#tment at the @loc Pancha'atle+el( /he#e a#e multi"le line de"a#tments in each Pancha'at and each function as a se"a#ate accounting entit'(7ote 2 : % ,% %dminist#ato# cannot ma" the schemes fo# all states( % &tate % %dminist#ato# is usuall' e!"ected to"e#fo#m this state le+el ma""ing of schemes( @efo#e ma""ing schemes at the Jilla Pancha'at @loc Pancha'at .illagePancha'at A-A% o# @A> le+els the &tate % %dminist#ato# should fi#st ma" oth ,ent#al and &tate &"onso#ed &chemes atthe state le+el(

>n the M&* Sc e#es "age 'ou can +iew o"tions such as St&te @ill& P&nc &"&t /loc4 P&nc &"&t Bill&!e P&nc &"&t)R)A &nd /)O.

Eou can select an' of these o"tions to ma" unma" schemes to that s"ecific accounting entit' t'"e(>n the M&* Sc e#es "age 'ou can +iew all the cent#al and state schemes ma""ed to 'ou# &tate(

/he M&* Sc e#es "age com"#ises two sections =ist of 'entr&l Sc e#e9s: &v&il&ble for #&**in! and =ist of&lre&d" #&**ed sc e#e9s:.

/he =ist of 'entr&l Sc e#e9s: &v&il&ble for #&**in! contains the cent#al schemes that a#e a+aila le fo# ma""ing fo#'ou# &tate(

/he =ist of Alre&d" M&**ed Sc e#e9s: section contains the ,ent#al schemes ma""ed ' the &tate % %dminist#ato# fo#'ou# &tate(

7ote : /hese schemes can e accessed ' accounting entit' fo# #eco#ding the @an /#easu#' Post >ffice %ccounts Aetail>"ening @alance .ouche#s( >nce the %ccount ;um e#s >"ening @alance .ouche#s a#e #eco#ded unde# a s"ecific scheme'ou cannot unma" that "a#ticula# scheme(Eou can mo+e schemes f#om the =ist of 'entr&l Sc e#e9s: &v&il&ble for #&**in! section to the =ist of &lre&d"#&**ed sc e#e9s: section to ma" a scheme fo# 'ou# Pancha'at(Eou can mo+e schemes f#om the =ist of &lre&d" #&**ed sc e#e9s: section to the Sc e#e9s: &v&il&ble for #&**in! section to denote that the #ele+ant scheme is not "e#tinent to accounting le+el and needs to e unma""ed( /his will #ende#it a+aila le fo# ma""ing again(

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$.20 M&**in! Sc e#es – )e#onstr&tion

&te" 1 ;ote $a""ing schemes at the state le+el im"lies that the &tate %dminist#ato# glo all' ma"s the ,ent#al and &tates"onso#ed schemes at each accounting entit' le+el(>nl' the schemes ma""ed at a "a#ticula# accounting entit' le+el a#e accessi le ' all the accounting entities of that le+el(/he indi+idual accounting entities can unma" the schemes which a#e not #ele+ant to them( %ll schemes ma""ed ' theindi+idual accounting entit' a#e accessi le to it fo# #eco#ding t#ansactions(

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the &tate % %dminist#ato# s #ole(&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Sc e#es to +iew the +a#ious o"tions unde# this menu(&te" 3 ,lic M&* to o"en the M&* Sc e#es "age(&te" 4 ;ote /he &elect )inancial Eea# d#o"down allows 'ou to select the financial 'ea#(&te" 4 In the a""lica le to section select an accounting entit' le+el fo# which 'ou want to ma" schemes( In this e!am"le

we will select St&te (&te" 5 )#om the =ist of 'entre Sc e#e9s: &v&il&ble for #&**in! section select the scheme which 'ou want to mo+e

to the =ist of &lre&d" #&**ed sc e#e9s: section( In this e!am"le we will select M& &t#& &nd i 7&tion&l Rur&l#*lo"#ent u&r&ntee Act T irteent %in&nce 'o##ission and R&jiv &nd i r&#een Bid"uti4&r&n oj&n&.&te" 6 ,lic the %orw&rd utton to mo+e the selected schemes to the =ist of &lre&d" #&**ed sc e#e9s: section(&te" 7 )#om the =ist of St&te Sc e#e9s: &v&il&ble for #&**in! section select the scheme which 'ou want to mo+e to

the =ist of &lre&d" #&**ed sc e#e9s: section( In this e!am"le we will select St&te %in&nce 'o##ission.&te" 8 ,lic the %orw&rd utton to mo+e the selected schemes to the =ist of &lre&d" #&**ed sc e#e9s: section(&te" 9 ,lic S&ve to #eco#d the details(&te" 10 % success message is dis"la'ed( ,lic O, (

,ong#atulations( Eou ha+e now lea#nt to ma" schemes in P-I%&oft(

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$.21 Module Su##&r"

We ha+e now #eached the end of this module on $anaging &chemes using P-I%&oft( In this module we lea#nt to:

,#eate and manage ,ent#al and &tate s"onso#ed schemes($a" ,ent#al and &tate s"onso#ed scheme fo# P-Is(

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(.0 Module – M&n&!in! Account Fe&ds

(.1 Module Objectives

Welcome to the module on $anaging %ccount =eads(

In this module 'ou will lea#n to:

%dd %ccount =eads$odif' %ccount =eads.iew %ccount =eads


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(.2 Overview

/he ,om"t#olle# and %udito# ene#al ,<% and $inist#' of Pancha'ati -a $oP- of India has "#esc#i ed a $odel%ccounting &'stem fo# Pancha'ats( It is an accounting f#amewo# which ca"tu#es the fou# tie# accounting classificationconsisting of $a o# =eads $ino# =eads &u =eads and > ect =eads

M&jor Fe&d #e"#esents functions enume#ated in the 11 th schedule of constitution( It acce"ts fou# digit code(

Minor Fe&d #e"#esents the "#og#amme unit of e!"enditu#e( It acce"ts th#ee digit code(

Sub Fe&d #e"#esents the head at which schemes a#e ma""ed( It acce"ts fou# digit code(

Object Fe&d #e"#esents the actual head whe#e the e!"enditu#e is oo ed( It acce"ts two digit code(

In this module 'ou will lea#n how to manage the +a#ious %ccount =eads(

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(.3 Addin! M&jor Fe&ds

$a o# =ead #e"#esents functions enume#ated in the 11th &chedule of the ,onstitution(P#esentl' the#e a#e 29 $a o# =eads #ecommended ' the ,% unde# which 'ou can ca"tu#e t#ansactions(

$a o# =eads a#e c#eated amended o# modified onl' at the ,ent#al le+el( $a o# =eads acce"t a onl' fou# digit code(

$a o# heads a#e the fi#st nodes( $a o# =eads a#e fu#the# classified as -ecei"t !"enditu#e $a o# =eads(

-ecei"t side $a o# =eads a#e meant fo# #eco#ding the -ecei"ts ' the P-Is( &imila#l' !"enditu#e side $a o# heads a#emeant fo# #eco#ding the "a'ment made ' P-I&(

,onside# an e!am"le( 1601: #ants in %id is a $a o# =ead(

Dnde# this $a o# =ead 1601 101 is a $ino# =ead that is fo# #ecei+ing funds f#om the ,ent#al o+e#nment and 102 is $ino#=ead fo# #ecei+ing funds f#om the &tate o+e#nment(

&imila#l' conside# anothe# e!am"le( 2515: Pancha'ati -a P#og#ammes is a $a o# =ead( Dnde# this $a o# =ead 2515101 dist#ict "ancha'at "#og#ammes is a $ino# =ead and 102 "ancha'at samiti "#og#ammes is a $ino# =ead( /hese $ino#=eads a#e used ' P-Is to #eco#d e!"enditu#e(


Pre 'onditionEou must login as ,% administ#ato# to add $a o# =eads(

Post condition%fte# a $a o# =ead is c#eated 'ou can c#eate $ino# =eads su heads and o ect heads unde# it(

Addition&l Infor#&tionG @efo#e "e#fo#ming an' t#ansaction unde# an' scheme 'ou a#e #eCui#ed to ma" the scheme at the su head le+el andshould ha+e c#eated an o ect head fo# #eco#ding -ecei"t Pa'ment(

,lic 7eDt to +iew a demonst#ation on adding a $a o# =ead(

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Page 85 of 633



(.$ Addin! M&jor Fe&d – )e#onstr&tion

;ote: nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the ,<% %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(

&te" 2 ,lic Account Fe&d to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Add to add a new $a o# =ead(

;ote: >nl' cent#e administ#ato#s can c#eate $a o# =eads $ino# =eads a"a#t f#om &u =eads and > ect =eads( %dditionall'state administ#ato#s also ha+e the "#o+ision fo# c#eating &u =eads and > ect =eads fo# state s"ecific scheme(> se#+e that Add Fe&d Of Accounts "age is dis"la'ed(

;otice that the#e a#e ce#tain fields ma# ed with #ed aste#is Q ( It means these fields a#e mandato#' and cannot e left lan (

;ote: Eou can use the "#o+ided Fel* lin to lea#n mo#e a out adding account heads in P-I%&oft(

&te" 4 >n the Add Fe&d Of Accounts "age select M&jor Fe&d (

;ote: /he $a o# =ead can e c#eated fo# -ecei"t o# !"enditu#e head le+el( -ecei"ts indicate an' fund that Pancha'at#ecei+es( !"enditu#e indicates e!"enses incu##ed ' the "ancha'at unde# that $a o# =ead(

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to c#eate a $a o# =ead at the#ecei"ts side(

&te" 6 In the M&jor Fe&d field t'"e in the 4 digit $a o# =ead code( In this e!am"le we will t'"e 1+01 (

;ote: %l"ha ets %n' s"ecial cha#acte#s a#e #est#icted fo# this field( Eou need to s"ecif' onl' fou# digits(

&te" 7 In the M&jor Fe&d )escri*tion 9 n!lis : field t'"e in the $a o# =ead desc#i"tion( In this e!am"le we will t'"er&nts in Aid (

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;ote: )o# an' Account Fe&d T"*e the M&jor Fe&d code and M&jor Fe&d )escri*tion must e uniCue(

&te" 8 In the 'l&ssific&tion T"*e d#o" down select a catego#' fo# the $a o# =ead( In this e!am"le 'ou will select 7onT&D Recei*ts (

;ote: ,atego#ies a#e "#esc#i ed ' ,<% unde# which account head classifications a#e defined fo# "a#ticula# t'"e oft#ansactions ' P-Is such as /a! -ecei"t ;on /a! -ecei"t #ant in %id(;ote: -ema# s field is not mandato#' so it can e left lan (

;ote: /he Add Fe&d Of Accounts "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing S&ve allows 'ou to sa+e allthe details ente#ed( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould"ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o onthe message o! the s'stem would #etain all data ente#ed ea#lie#( If 'ou clic 'lose the s'stem dis"la's a message L )&t&entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#edea#lie# would e e#ased and the "age would ust close down and if 'ou clic 7o on the message o! the s'stem would #etain

all data ente#ed ea#lie#(

&te" 9 ;ow clic S&ve to #eco#d all in"uts(

;>/ : % message o! containing a success message is dis"la'ed(

&te" 10 >n this message o! clic O,.

&te" 11 >n the Add Fe&d Of Accounts "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' add $a o# =eads in the s'stem( ;ow 'ou can add $ino# =eads unde#this(

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(.( Modif"in! M&jor Fe&d

%fte# 'ou ha+e added a $a o# =ead 'ou can modif' it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oftmain menu "age(


Pre conditions

)o# modif'ing $a o# =eads 'ou must log in as the ,% %dminist#ato#(

/he $a o# =ead code must e c#eated and sa+ed efo#e 'ou can modif' its details(

,lic 7eDt to +iew a demonst#ation on modif'ing a $a o# =ead(

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(.+ Modif"in! M&jor Fe&d )e#onstr&tion

;ote: nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the ,% %dminist#ato# s #ole(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(


&te" 3 ,lic Modif" to modif' the $a o# =ead details(

> se#+e that the Modif" Fe&d Of Accounts "age is dis"la'ed(

&te" 4 >n the Modif" Fe&d Of Accounts "age select M&jor Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to modif' a $a o# =ead inded atthe #ecei"ts side(

&te" 6 ,lic the Select M&jor Fe&d d#o" down to dis"la' a list of all M&jor Fe&ds a+aila le fo# modification(

&te" 7 &elect the M&jor Fe&d 'ou want to modif'( In this e!am"le we will select the 1+01 r&nts in &id $a o# =ead(

&te" 8 In the Re#&r4s field t'"e in #&jor e&d cre&ted under 7on T&D Recei*ts (

;ote: /he Modif" Fe&d Of Accounts "age dis"la's th#ee uttons *d&te 'le&r and 'lose (

If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH M If 'ou clic es on this message o! all modifications would e e#ased and if 'ou clic 7o on the message o!the s'stem would #etain all modifications(If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to

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continueH M If 'ou clic es on this message o! all modifications would e e#ased and the "age would close and if 'ou clic7o the s'stem would #etain all modifications(

&te" 9 ,lic *d&te to sa+e all modifications to the 1+01 $a o# =ead(

;>/ : % message o! containing a success message is dis"la'ed M&jor Fe&d 'ode *d&ted Successfull" ( Eou can +iewthe u"dated details using the M&ster ntr" JJ Account Fe&d JJBiew o"tion on the P-I%&oft main menu "age(

&te" 10 >n this message o! clic O, (

,ong#atulations( Eou ha+e now lea#nt to successfull' modif' $a o# =eads that 'ou ha+e added in the s'stem(

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(.8 Biewin! M&jor Fe&d

%fte# 'ou ha+e added a $a o# =ead 'ou can +iew it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oft mainmenu "age(

)o# +iewing $a o# =eads 'ou must log in as the ,<% %dminist#ato#(

,lic 7eDt to +iew a demonst#ation on +iewing a $a o# =ead(

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(.; Biewin! M&jor Fe&d )e#onstr&tion



&te" 2 ,lic Account Fe&d to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to +iew the c#eated $a o# =eads(

> se#+e that a Biew Fe&d of Accounts "age is dis"la'ed(

&te" 4 >n the Biew Fe&d of Accounts "age select M&jor Fe&d.

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to +iew a $a o# =ead that 'ouc#eated at the #ecei"ts side(

;ote: %fte# 'ou select -ecei"ts the Biew Fe&d of Accounts "age dis"la's all the $a o# =eads c#eated fo# the #ecei"ts side(=e#e 'ou can see the c#eated $a o# =ead 1+01 r&nts in &id ( Eou can "#int all these details ' using the Print icon"#o+ided on this "age(

&te" 6 ,lic 'lose (

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew $a o# =eads that 'ou ha+e added in the s'stem(

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(.> Addin! Minor Fe&ds

>nce 'ou ha+e added a $a o# =ead 'ou can add th#ee digit $ino# =ead ,odes unde# it(

$ino# head #e"#esents the "#og#ams and functions unde#ta en to achie+e the o ecti+es of the $a o# =ead(

$ino# heads a#e c#eated amended o# modified onl' at cent#al le+el( It acce"ts onl' 3 digit code(

In P-I%&oft we ha+e "#o+ision of ma""ing a single mino# head to multi"le ma o# heads(

Eou can c#eate $ino# =eads unde# a $a o# =ead f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oft mainmenu "age(


Pre 'ondition

Eou must login as ,% administ#ato# to add $ino# =eads(/he $a o# =ead must ha+e een c#eated and sa+ed to add $ino# =ead unde# it(

Post condition%fte# a $ino# =ead is c#eated 'ou can c#eate su heads and o ect heads unde# it(

,lic 7eDt to +iew a demonst#ation on adding a $ino# =ead(

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(.10 Addin! Minor Fe&d – )e#onstr&tion

&te" 1 ?og into P-I%&oft with the ,% %dminist#ato# #ole(



;ote: >nl' the ,% %dminist#ato# has the "#i+ileges of adding $ino# =eads unde# $a o# =eads(

&te" 4 ,lic Add to add a new $ino# =ead(> se#+e that Add Fe&d Of Accounts "age is dis"la'ed(

;otice that the#e a#e ce#tain fields ma# ed with #ed aste#is Q ( It means these fields a#e mandato#' and cannot e left lan (

;ote: Eou can use the "#o+ided Fel* lin to lea#n mo#e a out adding account heads in P-I%&oft(

&te" 5 >n the Add Fe&d Of Accounts "age select Minor Fe&d

;ote: Eou can c#eate the $ino# =ead unde# the #ecei"ts side o# the e!"enditu#e side(

&te" 6 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to c#eate a $ino# =ead at the#ecei"ts side(

&te" 7 In the Minor Fe&d 'ode field t'"e in the $ino# =ead code( In this e!am"le we will t'"e 101 (

;ote: %l"ha ets &"ecial cha#acte#s a#e #est#icted he#e so 'ou can onl' t'"e in th#ee digits( /he s'stem will neithe# acce"t lessthan th#ee digits no# allow 'ou to t'"e in mo#e than th#ee digits(

&te" 8 In the Minor Fe&d )escri*tion field t'"e in the $ino# =ead desc#i"tion( In this e!am"le we will t'"e r&nts fro#'entr&l overn#ent (;ote: Minor Fe&d 'ode and Minor Fe&d )escri*tion must e uniCue unde# the selected Account Fe&d T"*e (

Page 94 of 633





(.11 Modif"in! Minor Fe&d

%fte# 'ou ha+e added a $ino# =ead 'ou can modif' it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oftmain menu "age(


Pre conditions

/he $ino# =ead code must e c#eated and sa+ed efo#e 'ou can modif' its details(

Addition&l Infor#&tion/he $ino# =ead code must e uniCue and must not match an' lowe# le+el codes unde# it()o# modif'ing $ino# =eads 'ou must log in as the ,% %dminist#ato#(

,lic 7eDt to +iew a demonst#ation on modif'ing a $ino# =ead(

Page 96 of 633



(.12 Modif"in! Minor Fe&d – )e#onstr&tion




&te" 3 ,lic Modif" to modif' the $ino# =ead details(

> se#+e that the Modif" Fe&d Of Accounts "age is dis"la'ed(

&te" 4 >n the Modif" Fe&d Of Accounts "age select Minor Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to modif' a $ino# =ead c#eated atthe #ecei"ts side(

&te" 6 ,lic the Select Minor Fe&d d#o" down to +iew a list of $ino# =eads a+aila le fo# modification(

&te" 7 &elect the $ino# =ead 'ou wish to modif'( In this e!am"le we will select the 101 r&nt fro# centr&l!overn#ent $ino# =ead(;ote: Eou cannot change the $ino# =ead code howe+e# 'ou can change its descri*tion #&jor e&d code unde# which itwas c#eated ea#lie# and the re#&r4s ente#ed(

&te" 8 ,lic the Selected P&rentG M&jor Fe&d chec o! to modif' the $a o# =ead(

;ote: Eou can modif' the $a o# =ead he#e ecause 'ou ha+e not 'et #eco#ded an' t#ansactions unde# it( If 'ou had #ecei+edo# "aid something o# if 'ou had s"ecified an' o"ening alance o# made an' t#ansactions unde# the $ino# =ead then 'ou couldnot unma" the $a o# =ead( &ince 'ou ha+e ust c#eated this $ino# =ead 'ou can unma" the $a o# =ead o# ma" it to multi"le$a o# =eads( If 'ou unma" all the $a o# =eads fo# the $ino# =ead then the s'stem will show 'ou an e##o# message Ple&seSelect M&jor Fe&d ( &o 'ou must ma" it to at least one $a o# =ead since this is a mandato#' field( &imila#l' the MinorFe&d )escri*tion cannot e lan (

Page 97 of 633



&te" 9 ,lic 1+01K r&nts in &id to ma" the $ino# =ead to this $a o# =ead(&te" 10 In the -ema# s field t'"e Minor e&d 101 &dded under #&jor e&d 1+01.

;ote: /he Modif" Fe&d Of Accounts "age dis"la's th#ee uttons *d&te 'le&r and 'lose ( If 'ou clic 'le&r the s'stemdis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on thismessage o! all modifications would e e#ased and if 'ou clic 7o on the message o! the s'stem would #etain allmodifications( If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ouli4e to continueH If 'ou clic es on this message o! all modifications would e e#ased and the "age would ust closedown and if 'ou clic 7o on the message o! the s'stem would #etain all modifications(

&te" 11 ;ow clic *d&te to sa+e all modifications to the 101 r&nt fro# 'entr&l overn#ent $ino# =ead(

;>/ : % message o! containing a success message is dis"la'ed Minor Fe&d is u*d&ted successfull" (


,ong#atulations( Eou ha+e now lea#nt to successfull' modif' $ino# =ead details in the s'stem(

Page 98 of 633



(.13 Biewin! Minor Fe&d

%fte# 'ou ha+e added a $ino# =ead 'ou can +iew it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oft mainmenu "age(

)o# +iewing $ino# =eads 'ou must log in as the ,% %dminist#ato#(

,lic 7eDt to +iew a demonst#ation on +iewing a $ino# =ead(

Page 99 of 633



(.1$ Biewin! Minor Fe&d )e#onstr&tion



&te" 2 ,lic Account Fe&d to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to +iew the c#eated $ino# =ead(

> se#+e that .iew Fe&d of Accounts "age is dis"la'ed(

&te" 4 >n the Biew Fe&d of Accounts "age select Minor Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to +iew a $ino# =ead that 'ouc#eated at the #ecei"ts side(

;ote: %fte# 'ou select -ecei"ts the Biew Fe&d of Accounts "age dis"la's all $ino# =eads c#eated at the #ecei"ts side( =e#e'ou can +iew the c#eated $ino# =ead 101 r&nt fro# 'entr&l overn#ent unde# the $a o# =ead 1+01 r&nts in &id (Eou can "#int all these details ' using the Print icon "#o+ided on this "age(

&te" 6 ,lic 'lose (

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew $ino# =ead details that 'ou ha+e added in the s'stem(

Page 100 of 633



(.1( Addin! Sub Fe&ds

/he scheme is ma""ed at the &u N=ead le+el( /he ,<% administ#ato# has autho#i*ation to c#eate &u =ead codes fo#cent#al schemes while the &tate % administ#ato# has autho#i*ation to c#eate &u =ead codes fo# state s"onso#ed schemes(

It acce"ts onl' fou# digit ,ode(


Pre 'ondition

$a o# =eads and $ino# =eads must ha+e een c#eated and sa+ed to c#eate su head unde# it(

Post condition%fte# a &u =ead is c#eated 'ou can modif' the &u =ead and c#eate > ect =eads unde# it(

Addition&l Infor#&tionG /he su head codes should e as "e# the ,<% fo#mat fo# cent#all' s"onso#ed schemes(

,lic 7eDt to +iew a demonst#ation on adding a &u =ead(

Page 101 of 633



(.1+ Addin! Sub Fe&ds )e#onstr&tion

;ote: =e#e we c#eating su head at cent#al le+el the#efo#e ensu#e that 'ou a#e logged onto the P-I%&oft a""lication with the ,<%%dminist#ato# s #ole(



&te" 3 ,lic Add to add a new &u =ead(

;ote: /he ,<% administ#ato# has autho#i*ation to c#eate &u =ead codes fo# cent#al schemes while the &tate % administ#ato# hasautho#i*ation to c#eate &u =ead codes fo# state s"onso#ed schemes(

> se#+e that the Add Fe&d Of Accounts "age is dis"la'ed(

;otice he#e ce#tain fields a#e ma# ed wit #ed aste#is s Q ( It means these fields a#e mandato#' and cannot e left lan (

;ote: Eou can use the "#o+ided Fel* lin to lea#n mo#e a out adding account heads in P-I%&oft(&te" 4 >n the Add Fe&d Of Accounts "age select Sub Fe&d (

;ote: /he &u =ead can e inded at the -ecei"t o# !"enditu#e head le+el( /he $ino# =eads c#eated unde# $a o# =eads inded at the-ecei"ts side and !"enditu#es side will e a+aila le fo# ma""ing of &u =ead codes fo# the selected scheme(

&te" 5 ,lic the Select Sc e#e d#o" down to dis"la' a list of schemes(

&te" 6 &elect the scheme 'ou want to ind to the &u =ead( In this e!am"le we will select Pr&d &n M&ntri r&# S&d&4 ojn& (

&te" 7 In the Sub Fe&d 'ode field t'"e in the 4 digit &u =ead code( In this e!am"le we will t'"e 0020 (

&te" 8 ,lic the Selected P&rentG Minor Fe&d chec o!(

;ote: If an' > ect =ead is c#eated unde# a &u =ead then the Selected P&rentG Minor Fe&d chec o! will not e a+aila le fo#selection(In this e!am"le 'ou can select it ecause no > ect =ead has 'et een c#eated unde# this &u =ead(

&te" 9 )#om the list dis"la'ed in the Recei*ts section select the Minor Fe&d code( In this e!am"le we will select 101K r&ntsfro# 'entr&l overn#ent.

Page 102 of 633



;ote: /he Add Fe&d Of Accounts "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing S&ve allows 'ou to sa+e all the detailsente#ed( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on the message o! thes'stem would #etain all data ente#ed ea#lie#( If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not bes&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and the "agewould ust close down and if 'ou clic 7o on the message o! the s'stem would #etain all data ente#ed ea#lie#(;ote: -ema# field is non mandato#' so it can e left lan (

&te" 10 ,lic S&ve to #eco#d all in"uts(




,ong#atulations( Eou ha+e lea#nt to successfull' add &u =eads in the s'stem( ;ow 'ou can add > ect =eads unde# these(

Page 103 of 633



(.18 Modif"in! Sub Fe&d

%fte# 'ou ha+e added a &u =ead 'ou can modif' it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oftmain menu "age(


Pre condition/he &u =ead code must ha+e een c#eated and sa+ed efo#e 'ou can modif' its details()o# modif'ing &u =eads 'ou must log in as the ,<% %dminist#ato#(

,lic 7eDt to +iew a demonst#ation on modif'ing a &u =ead(

Page 104 of 633



(.1; Modif"in! Sub Fe&ds )e#onstr&tion

;ote: =e#e we modif'ing su head details at cent#al le+el the#efo#e ensu#e that 'ou a#e logged onto the P-I%&oft a""lication with the,<% %dminist#ato# s #ole(



&te" 3 ,lic Modif" to modif' the &u =ead details(

> se#+e that Modif" Fe&d Of Accounts "age is dis"la'ed(

&te" 4 >n the Modif" Fe&d Of Accounts "age select Sub Fe&d (

&te" 5 ,lic the Select Sub Fe&d d#o" down to dis"la' a list of &u =eads(

&te" 6 &elect the &u =ead 'ou want to modif'( In this e!am"le we will select the 0020 Pr&d &n M&ntri r&# S&d&4 ojn& &u=ead(;ote: When this &u =ead is selected all the details fo# this &u =ead is dis"la'ed( Eou can modif' details on the Recei*ts side as wellas the D*enditure side( =e#e 'ou cannot modif' the scheme name and su head code(

;ote: If an' > ect =ead is c#eated unde# a &u =ead then the Selected P&rentG Minor Fe&d chec o! will not e a+aila le fo#selection(

&te" 7 In the Re#&r4s field t'"e in the comment Sub Fe&d cre&ted under sc e#e PM S .


If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH M If 'ou

clic es on this message o! all modifications would e e#ased and if 'ou clic 7o on the message o! the s'stem would #etain allmodifications(If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH M If 'ouclic es on this message o! all modifications would e e#ased and the "age would close and if 'ou clic 7o the s'stem would #etainall modifications(;ote: -ema# field is non mandato#' so it can e left lan (

Page 105 of 633



&te" 8 ,lic *d&te to sa+e all modifications to the 0020 &u =ead c#eated(

;>/ : % message o! containing a success message is dis"la'ed Sub Fe&d is u*d&ted successfull" ( >n this message o! clic O,to #etu#n on Modif" Fe&d of Accounts "age .

&te" 9 >n Modif" Fe&d of Accounts "age clic 'lose to #etu#n on P-I%&oft main menu "age(

Eou can +iew the u"dated details using the M&ster ntr" JJ Account Fe&d JJBiew o"tion on the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e lea#nt to successfull' modif' &u =eads that 'ou ha+e added in the s'stem(

Page 106 of 633



(.1> Biewin! Sub Fe&d

%fte# 'ou ha+e added a &u =ead 'ou can +iew it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oft mainmenu "age(

)o# +iewing &u =eads 'ou must log in as the ,% %dminist#ato#(


Page 107 of 633



(.20 Biewin! Sub Fe&d – )e#onstr&tion



&te" 2 ,lic Account Fe&d to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to +iew the c#eated &u =ead(


&te" 4 >n the Biew Fe&d of Accounts "age select Sub Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to +iew a &u =ead that 'ouc#eated at the #ecei"ts side(

;ote: %fte# 'ou select -ecei"ts the Biew Fe&d of Accounts "age dis"la's all $ino# =eads c#eated at the #ecei"ts side( =e#e'ou can +iew the c#eated &u head 0020 unde# the $a o# =ead 1+01 r&nts in &id ( Eou can "#int all these details 'using the Print icon "#o+ided on this "age(

&te" 6 ,lic 'lose (

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew $ino# =ead details that 'ou ha+e added in the s'stem(

Page 108 of 633



(.21 Addin! Object Fe&d

> ect =ead #e"#esents the actual head whe#e the e!"enditu#e is oo ed( It acce"ts two digit code( > ect head 1 to 26 a#e"#edefined in P-I%&oft so that standa#di*ed out"ut can e achie+ed(

> ect heads a#e ma""ed to scheme while adding it details so that we can define le+el scheme o# com"onent at which wecan #eco#d #ecei"t and "a'ment details fo# P-Is(&imila#l' o ects heads a#e ma""ed to >wn #esou#ce to define le+el at which we can #eco#d #ecei"t and "a'ment details fo#P-Is(

/he &tate % %dminist#ato#s ha+e "#i+ileges to define thei# own > ect =eads fo# accounting the state le+el scheme#eCui#ements(

%fte# 'ou ha+e added a &u =ead 'ou can add an > ect =ead f#om the M&ster ntr" JJ Account Fe&d section of theP-I%&oft main menu "age(


Pre condition$a o# =eads $ino# =eads and &u =eads must ha+e een c#eated and inded to a scheme efo#e adding an> ect =ead()o# adding > ect =eads 'ou must log in as the ,<% %dminist#ato#(

,lic 7eDt to +iew a demonst#ation on adding an > ect =ead(

Page 109 of 633



(.22 Addin! Object Fe&ds – )e#onstr&tion

;ote: =e#e we c#eating o ect head at cent#al le+el the#efo#e ensu#e that 'ou a#e logged onto the P-I%&oft a""lication with the ,<%%dminist#ato# s #ole(



&te" 3 ,lic Add to modif' the &u =ead details(

> se#+e that the Add Fe&d Of Accounts "age is dis"la'ed(

;otice he#e ce#tain fields a#e ma# ed wit #ed aste#is s Q It means these fields a#e mandato#' and cannot e left lan (

;ote: Eou can use the "#o+ided Fel* lin to lea#n mo#e a out adding account heads in P-I%&oft(&te" 4 >n the Add Fe&d Of Accounts "age select Object Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*t ecause 'ou want to add an > ect =ead at the -ecei"t side(

&te" 6 In the Object Fe&d 'ode field t'"e in the 2 digit > ect =ead code( In this e!am"le we will t'"e 20.

&te" 7 In the Object Fe&d )escri*tion field t'"e the > ect =ead desc#i"tion( In this e!am"le we will t'"e Pr&d &n M&ntri r&#S&d&4 ojn& (

;ote: Object Fe&d 'ode and Object Fe&d )escri*tion must e uniCue unde# the selected Account Fe&d T"*e (

&te" 8 ,lic the Selected P&rentG Sc e#e chec o! to add the > ect =ead unde# an e!isting $ino# head unde# $a o# =ead indedat e!"enditu#e head side(

;ote: =e#e 'ou can also select >wn -esou#ce to add > ect =ead unde# an e!isting $ino# head unde# $a o# =ead inded to >wn-esou#ce(

&te" 9 )#om the list dis"la'ed select the scheme to ind the > ect =ead unde# it( In this e!am"le we will select Pr&d &n M&ntrir&# S&d&4 ojn&.&te" 10 > se#+e that a "age is "o"ulated to select scheme com"onent and Pa#ent $ino# =ead(

&te" 11 )#om the list of com"onent dis"la'ed select Pr&d &n M&ntri r&# S&d&4 oj&n& (

Page 110 of 633



&te" 12 ,lic the Selected P&rentG Minor Fe&d chec o!(

&te" 13 )#om the list dis"la'ed select the Minor Fe&d codes( In this e!am"le we will select 101 r&nts fro# 'entr&l overn#ent unde# M&jor Fe&d 1+01 r&nts in Aid.

&te" 14 ,lic Sub#it to #etu#n to the Add Fe&d Of Accounts "age and select anothe# scheme(

;ote: /he Add Fe&d Of Accounts "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing S&ve allows 'ou to sa+e all the detailsente#ed( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on the message o! thes'stem would #etain all data ente#ed ea#lie#( If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not bes&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and the "agewould ust close down and if 'ou clic 7o on the message o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 15 ,lic S&ve to #eco#d all in"uts(




,ong#atulations( Eou ha+e lea#nt to successfull' add > ect =eads in the s'stem(

Page 111 of 633



(.23 Modif"in! Object Fe&d

%fte# 'ou ha+e added an > ect =ead 'ou can modif' it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oftmain menu "age(


Pre condition/he > ect =ead must ha+e een c#eated and sa+ed efo#e 'ou can modif' its details(

,lic 7eDt to +iew a demonst#ation on modif'ing an > ect =ead(

Page 112 of 633



(.2$ Modif"in! Object Fe&ds )e#onstr&tion

;ote: =e#e we a#e modif'ing o ect head at cent#al le+el the#efo#e ensu#e that 'ou a#e logged onto the P-I%&oft a""lication with the,<% %dminist#ato# s #ole(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Account Fe&d to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Modif" to modif' the > ect =ead details(

> se#+e that Modif" Fe&d Of Accounts "age is dis"la'ed(

&te" 4 >n the Modif" Fe&d Of Accounts "age select Object Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*t ecause 'ou want to modif' an > ect =ead at the -ecei"t side(

&te" 6 ,lic the Select Object Fe&d d#o" down to dis"la' a list of > ect =eads(

&te" 7 &elect the > ect =ead 'ou wish to modif'( In this e!am"le we will select the 20 Pr&d &n M&ntri r&# S&d&4 ojn& > ect=ead(;ote: When this > ect =ead is selected all the details fo# this > ect =ead a#e dis"la'ed( Eou can modif' details on the Recei*ts sideas well as the D*enditure side( /he > ect =ead code is not a+aila le fo# modifications(

&te" 8 In the Re#&r4s field inse#t the desc#i"tion as Object Fe&d cre&ted (

&te" 9 ,lic Sub#it to #etu#n to the Modif" Fe&d Of Accounts "age(


If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH M If 'ou

clic es on this message o! all modifications would e e#ased and if 'ou clic 7o on the message o! the s'stem would #etain allmodifications(If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH M If 'ouclic es on this message o! all modifications would e e#ased and the "age would close and if 'ou clic 7o the s'stem would #etainall modifications(

&te" 10 ,lic *d&te to sa+e all modifications to the c#eated o ect head 20.

Page 113 of 633



;>/ : % message o! containing a success message is dis"la'ed Object Fe&d is u*d&ted successfull" ( >n this message o! clicO4 to #etu#n on Modif" Fe&d Of Accounts "age(

&te" 11 ,lic ,lose on Modif" Fe&d Of Accounts "age to #etu#n to P-I%&oft main menu "age

,ong#atulations( Eou ha+e now lea#nt to successfull' modif' > ect =eads that 'ou ha+e added in the s'stem(

Page 114 of 633



(.2( Biewin! Object Fe&d

%fte# 'ou ha+e added a > ect =ead 'ou can +iew it f#om the M&ster ntr" JJ Account Fe&d section of the P-I%&oftmain menu "age(

)o# +iewing > ect =eads 'ou must log in as the ,% %dminist#ato#(


Page 115 of 633



(.2+ Biewin! Object Fe&d – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the ,% %dminist#ato# s #ole(


&te" 2 ,lic Account Fe&d to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to +iew the c#eated &u =ead(


&te" 4 >n the Biew Fe&d of Accounts "age select Object Fe&d (

&te" 5 )#om the Select Account Fe&d T"*e o"tions select Recei*ts ecause 'ou want to +iew the > ect =ead that 'ouc#eated at the #ecei"ts side(

;ote: %fte# 'ou select -ecei"ts the Biew Fe&d of Accounts "age dis"la's two o"tions: Sc e#es and Own Resources (

&te" 6 In this e!am"le we will select Sc e#es to +iew the > ect =ead we c#eated .

%fte# 'ou select Sc e#es the Biew Fe&d of Accounts "age dis"la's all the > ect =eads c#eated unde# the &chemeso"tion( Eou can +iew the c#eated > ect =ead 20 cre&ted unde# the $a o# =ead 1+01 r&nts in &id ( Eou can "#int allthese details ' using the Print icon "#o+ided on this "age(

&te" 7 ,lic 'lose (

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew > ect =ead details that 'ou ha+e added in the s'stem(

Page 116 of 633



(.28 Module Su##&r"

Eou ha+e now #eached the end of this module on M&n&!in! Account Fe&ds ( In this module 'ou lea#nt to:

%dd %ccount =eads

$odif' %ccount =eads.iew %ccount =eads

Page 117 of 633



+.0 Module – M&n&!in! /&n4

+.1 Module Objectives

Welcome to the module on $anaging @an (

In this module we will lea#n to manage ,ent#al and &tate le+el @an s(


Page 118 of 633



+.2 Overview

We ha+e al#ead' e!"lo#ed the use# inte#face of the P-I%&oft a""lication(

?et s now e!"lo#e how this a""lication can e used fo# #eco#ding and managing all info#mation "e#taining to an ( ,ent#al

an details a#e "#e defined and defaulted at the cent#al le+el and state administ#ato# defines state le+el an in thea""lication(

Page 119 of 633



+.3 M&n&!in! 'entr&l &nd St&te level /&n4s

$anaging ,ent#al o# &tate le+el an s ma""ed to 'ou# %ccounting ntit' o# P-I in+ol+es adding modif'ing +iewing anddeleting these an s(

P-I%&oft allows 'ou to add in the a""lication all ,ent#al o# &tate le+el an in which 'ou# %ccounting ntit' o# P-I canmaintain its accounts(

%dding ,ent#al o# &tate le+el an includes c#eating a new an and adding details such as the name of the an the t'"eof the an such as -egional ,omme#cial ,o o"e#ati+e and P#i+ate(

Eou can fu#the# ma" an #anch c#eated unde# this an to 'ou# %ccounting ntit' o# P-I(

;ote: &tate %dminist#ato# cannot add a ,ent#al an in the a""lication( /he ,ent#al an details a#e "#e defined anddefaulted at the cent#al le+el(

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+.$ Addin! /&n4 )et&ils

Eou can "e#fo#m acti+ities such as issuing cheCues th#ough an s"ecif'ing o"ening alances of an accounts onl' if 'ouha+e added a ,ent#al o# &tate le+el an in P-I%&oft(


Pre conditions/o c#eate a an 'ou need to e logged onto the P-I%&oft a""lication with the &tate %dminist#ato# s #ole(

Post conditions/he c#eated an will e a+aila le fo# the c#eation of an accounts unde# it(

,lic 7eDt to +iew a demonst#ation on adding &tate an details(

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+.( Addin! /&n4 )et&ils – )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the Dse#name and Passwo#d fields t'"e in the #eCui#ed use#name and"asswo#d( In this e!am"le we will login as &tate administ#ato# fo# Oriss& (


&te" 3 ,lic /&n4 )et&ils to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 4 ,lic Add to add a new an details in the s'stem(

;ote: /he Add /&n4 7&#e9s: "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (7oteG If 'ou sa+e a an #eco#d without ente#ing all the mandato#' details the a""lication dis"la's a Mess&!e fro#web*&!e message o!( /his message o! should e closed ' clic ing O, and the mandato#' details should e ente#ed(

&te" 5 In the /&n4 7&#e te!t o! t'"e the name of state le+el an whose details 'ou want to add( In this e!am"le wewill t'"e Oriss& r&#"& /&n4.

&te" 6 In the /&n4 7&#e 9Abbrevi&tion: te!t o! t'"e the a #e+iated sho#t fo#m of the state le+el an nameente#ed( In this e!am"le we will t'"e O /.

&te" 7 ,lic the T"*e of /&n4 d#o" down to +iew a list of #ele+ant an t'"es a+aila le( =e#e fou# o"tions -egional,omme#cial ,o o"e#ati+e and P#i+ate a#e a+aila le fo# selection(&te" 8 )#om the T"*e of /&n4 d#o" down list select the #ele+ant an t'"e( In this e!am"le we will select Re!ion&l.

7oteG If #eCui#ed in the /&n4 7&#e 9=oc&l =&n!u&!e: te!t o! t'"e In this e!am"le we will t'"e in Oriss& r&#"&/&n4 (7ote : Eou clic Add to add multi"le an s o# clic Re#ove to delete an' an #eco#d(7ote : >nce 'ou ha+e ente#ed all mandato#' details fo# a state le+el an clic S&ve to sa+e the an details o# clic 'le&r to #e ente# the details(7oteG If 'ou ente# an details that al#ead' e!ist in the data ase the a""lication dis"la's a Mess&!e fro# web*&!e dialog o! stating that the an #eco#d 'ou ha+e ente#ed al#ead' e!ists( /his dialog o! should e closed ' clic ing O,

efo#e "#oceeding with the in"ut of new an details(&te" 9 ,lic S&ve to sa+e the an details(

7oteG If 'ou clic 'le&r ( /he s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 10 % success message L@an ;ame s &a+edM is dis"la'ed( ,lic O, to close the message o!(&te" 11 ,lic 'lose to close the Add /&n4 7&#e9s: "age and #etu#n to the PRIASoft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add &tate le+el an details(

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+.+ Modif"in! /&n4 )et&ils

While ente#ing some an details in the a""lication 'ou ma' ha+e ente#ed inco##ect info#mation( %lte#nati+el' someinfo#mation ma' ha+e changed o# ecome outdated( &uch info#mation needs to e modified to e liminate the "ossi ilit' ofe##o#s in the futu#e t#ansactions(


Pre conditions

In o#de# to modif' an details 'ou need to add an in the data ase(

,lic 7eDt to +iew a demonst#ation on modif'ing an details(

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f



+.8 Modif"in! /&n4 )et&ils – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the &tate %dminist#ato# s #ole(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 )et&ils to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 &elect the Modif" o"tion to modif' the e!isting an details in the s'stem(;ote: /he Modif" /&n4 7&#e "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot

e left lan (&te" 4 ,lic the Select /&n4 d#o" down to +iew the list of an s a+aila le fo# modification(&te" 5 )#om the Select /&n4 d#o" down choose the an that 'ou want to modif'( In this e!am"le we choose Oriss&r&#"& /&n4 (&te" 6 In the Modif" /&n4 7&#e "age in the /&n4 7&#e te!t o! modif' the an name as #eCui#ed( In this e!am"le

we modif' the an name to Oriss& r&#"& /&n4 – 7ew.7oteG %fte# ente#ing the modified an details in the Modif" /&n4 7&#e "age clic ing 'le&r will undo all the changes andallow 'ou to #e ente# the details( >nce 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would notbe s&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#asedand if 'ou clic 7o on the message o! the s'stem would #etain all data ente#ed ea#lie#(,lic ing 'lose will allow 'ou to close the Modif" /&n4 7&#e "age and dis"la' the PRIASoft main menu "age(7oteG /he a""lication dis"la's a Mess&!e Eeb*&!e )i&lo! o! as ing fo# confi#mation to close the "age without sa+ingthe details ente#ed ' 'ou( ,lic es to close the "age without sa+ing the details and clic 7o to continue with themodification of an details(;ote: &imila#l' modif' the details in the othe# fields as #eCui#ed(

&te" 7 >nce 'ou ha+e modified the e!isting an details clic *d&te to ma e the changes(&te" 8 /he a""lication dis"la's the Mess&!e fro# web*&!e message o! stating that the modified an details ha+eeen u"dated successfull'( ,lic O, to close the dialog o!(&te" 9 ,lic 'lose to close the Modif" /&n4 7&#e "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' &tate le+el an details(

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+ > Bi i ! /& 4 ) t&il ) # t &ti



+.> Biewin! /&n4 )et&ils – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the &tate %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 )et&ils to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Biew to +iew the e!isting @an details in the s'stem(;ote: /he Biew /&n49s: "age is dis"la'ed( Eou can +iew all the @an s maintained ' 'ou# %ccounting ntit' o# P-I(> se#+e that modified an details a#e eing dis"la'ed he#e(

&te" 4 ,lic 'lose to close the Biew /&n49s: "age and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew @an details in P-I%&oft(

Page 126 of 633

+ 10 )eletin! /&n4 )et&ils



+.10 )eletin! /&n4 )et&ils

If a an is no longe# +alid fo# 'ou# P-I %ccounting ntit' 'ou can choose to delete it(


Pre conditions/o delete a an 'ou need to add a an #eco#d to the data ase(@an details cannot e deleted if #anch has een c#eated unde# it(@an details cannot e deleted if an account has een c#eated unde# an' #anch unde# that an (Eou cannot delete an details if t#ansactions such as o"ening alance issued cheCue oo o# +ouche#s a#e #eco#dedfo# the accounts unde# selected an (

,lic 7eDt to +iew a demonst#ation on deleting a an (

Page 127 of 633

+ 11 )eletin! /&n4 )et&ils )e#onstr&tion



+.11 )eletin! /&n4 )et&ils – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the &tate %dminist#ato# s #ole(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 )et&ils to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 &elect the )elete o"tion to delete a an (;ote: /he )elete /&n4 "age is dis"la'ed(7oteG /he an s ma# ed with dou le #ed aste#is s Q a#e an s that cannot e deleted( /hese a#e an s that ha+e

#anches unde# them and hence the' cannot e deleted(&te" 4 >n the )elete /&n4 "age unde# the ' ec4 /&n49s: for )elete column chec the chec o! fo# the an that

'ou want to delete( In this e!am"le we ha+e chec ed Oriss& r&#"& /&n4 7ew /r&nc .;ote: Eou can clic )elete to delete the selected an f#om the data ase( If necessa#' clic 'le&r to undo the selectionmade to the delete a an o# clic 'lose to close the )elete /&n4 "age( In this e!am"le we a#e not deleting the an

ecause we need it fo# futu#e t#ansactions(,ong#atulationsK Eou ha+e now lea#nt to successfull' delete state le+el an (

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+ 12 M&n&!in! /&n4 /r&nc



+.12 M&n&!in! /&n4 /r&nc

%t a dist#ict le+el 'ou can #eco#d an #anch details fo# an s c#eated ' a &tate %dminist#ato# at the state le+el and ma"them to 'ou# J illa "ancha'at using P-I%&oft(

;ote: ,ent#al and &tate an a#e #eco#ded in the s'stem ' the ,ent#al %dminist#ato# and &tate %dminist#ato# #es"ecti+el'(@#anch details need to e #eco#ded at the dist#ict le+el ' the dist#ict le+el administ#ato#( >nce the an #anches a#ec#eated the Jilla Panch'at @loc Pancha'at and the .illage Pancha'at administ#ato#s can ma" the an #anches fo# thei#own P-Is(

/hese an #anch details include an maste# details #anch code #anch add#ess I), -/ & code @&- @asic &tatistical-etu#n code(

,lic 7eDt to +iew a demonst#ation on managing an s"ecific details in 'ou# s'stem(

Page 129 of 633

+ 13 Addin! /&n4 /r&nc



+.13 Addin! /&n4 /r&nc

@an details fo# 'ou# %ccounting ntit' ha+e een #eco#ded in the P-I%&oft a""lication( @an @#anches need to e c#eatedand #eco#ded fo# the an s so that su seCuent financial t#ansactions such as o"ening an accounts can e ca##ied out(


Pre conditions

In o#de# to add an #anches #ele+ant cent#al o# state an details should ha+e een #eco#ded in the data ase(

Post conditions

>nce the an #anches a#e c#eated the Jilla Panch'at @loc Pancha'at and the .illage Pancha'at administ#ato#scan ma" the an #anches fo# thei# own P-Is(

,lic 7eDt to +iew a demonst#ation on #eco#ding an #anches(

Page 130 of 633

+ 1$ Addin! /&n4 /r&nc – )e#onstr&tion



+.1$ Addin! /&n4 /r&nc )e#onstr&tion

&te" 1 ;ote ?ogin to the PRIASoft a""lication( >n the Select Role "age f#om the Role d#o" down list select )istrictAd#inistr&tor and clic Sub#it. In this e!am"le we login as the @ill& P&nc &"&t Ad#inistr&tor of the Anu!ul JillaPancha'at who has een assigned the #ole of Aist#ict %dminist#ation also(

&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 /r&nc to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to #eco#d new an #anch details into the s'stem(

;ote: /he Add /r&nc )et&il "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 In the T"*e of /&n4 section 'ou can select an'one of the cent#al o# state o"tion de"ending u"on the t'"e of#anch 'ou want to c#eate ,ent#al o# &tate ( In this e!am"le we will clic St&te (&te" 5 ,lic the Select /&n4 7&#e d#o" down to +iew a list of an s(&te" 6 &elect a an fo# which 'ou want to #eco#d #anch details( In this e!am"le we will select Oriss& r&#"& /&n4 –

7ew.;ote: In the @#anch ,ode and @an @#anch %dd#ess fields ente# the an s code num e# and #anch add#ess #es"ecti+el'(In this e!am"le we ente# ($32 and 7ew M&r4et /r&nc Oriss& as an code and #anch add#ess #es"ecti+el'(;ote: @#anch ,ode is uniCue within the an (;ote: >"tionall' 'ou can choose to #eco#d the an s $I,- ,ode I), -/ & ,ode and @&- ,ode in the #es"ecti+e fields( Inthis e!am"le we ente# 123;8 in the $I,- ,ode field +8($ in the I), -/ & ,ode and $(+3 in the @&- ,ode field(;ote: /he $I,- ,ode field can contain u" to nine nume#ic cha#acte#s the I), -/ & ,ode field can contain u" to ele+enal"ha nume#ic cha#acte#s and the @&- ,ode field can ha+e u" to se+en nume#ic cha#acte#s(;ote: If #eCui#ed clic Add to add multi"le an #anches and clic Re#ove to #emo+e an' ente#ed #anch(

&te" 7 ,lic &a+e to sa+e the details(&te" 8 % success message stating that the an #anch name is sa+ed is dis"la'ed( ,lic >H to close the message o!(

;ote: If 'ou clic ,lea# the s'stem dis"la's a message LAata ente#ed ' 'ou would not e sa+ed( Would 'ou li e tocontinueRM If 'ou clic Ees on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic ;o on the messageo! the s'stem would #etain all data ente#ed ea#lie#(&te" 9 ,lic ,lose to close the %dd @#anch Aetail "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add a state le+el an #anch(

Page 131 of 633

+.1( Modif"in! /&n4 /r&nc



.1( Modif in! /&n4 /r&nc

While c#eating an #anches in the a""lication 'ou ma' ha+e ente#ed inco##ect info#mation such as an code o# add#ess(%lte#nati+el' some info#mation ma' ha+e changed o# ecome outdated( /his info#mation needs to e modified to eliminatethe "ossi ilit' of e##o#s in the futu#e t#ansaction(


Pre conditionsIn o#de# to modif' an #anches 'ou need to add a an #anch to the data ase(

Post conditionsIf we ha+e sa+ed the modified an #anch details then it will e fu#the# a+aila le fo# modifications(@an #anch details can e modified e+en if it has een ma""ed to #es"ecti+e P-I(@an #anch details can e modified e+en if an account has een c#eated unde# it(Eou cannot modif' an #anch details if an' t#ansactions in+ol+ing o"ening alance cheCue oo s and +ouche#sha+e een #eco#ded in #ele+ant account num e# unde# it(

,lic 7eDt to +iew a demonst#ation on modif'ing an #anches(

Page 132 of 633

+.1+ Modif"in! /&n4 /r&nc – )e#onstr&tion



. od ! /& / & c )e o st &t o

We added an #anch details ea#lie#( ;ow let us lea#n to modif' added an #anches unde# 'ou# %ccounting ntit' o#P-I( nsu#e that 'ou a#e logged onto the P-I%&oft a""lication( >n the Select Role "age f#om the Role d#o" down listselect )istrict Ad#inistr&tor and clic Sub#it. In this e!am"le we login as the @ill& P&nc &"&t Ad#inistr&tor of the

Anu!ul Jilla Pancha'at who has een assigned the #ole of Aist#ict %dminist#ation also(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 /r&nc to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Modif" to modif' the details of the #eco#ded an #anches(

;ote: /he Modif" /r&nc )et&il "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 ,lic the Select /&n4 7&#e d#o" down to +iew list of a+aila le an s fo# modification(&te" 5 &elect the an f#om the d#o" down unde# which 'ou want to modif' an #anch( In this e!am"le we select

Oriss& r&#"& /&n4 – 7ew (&te" 6 ,lic the Select /&n4 /r&nc Address d#o" down to +iew a list of a+aila le #anches fo# modification unde# the

selected an (&te" 7 &elect the add#ess of the #anch that 'ou ha+e selected fo# modification( In this e!am"le we select 7ew M&r4et/r&nc Oriss&.

&te" 8 /he s'stem dis"la's all the default details fo# the #anch( >n this "age 'ou can modif' the #eCui#ed details( In thise!am"le we change the /r&nc 'ode to ($3(+ and I%' RT S 'ode to +8(+8.

&te" 9 ,lic *d&te to ma e the changes(&te" 10 % success message o! is dis"la'ed stating that the #anch name was u"dated successfull'( ,lic O, to close this

message o!(;ote: If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 11 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(&te" 12 >n the PRIASoft main menu "age choose M&ster ntr" /&n4 /r&nc Biew to +iew the modified #anch

details(&te" 13 >n the Biew /r&nc es nder A /&n4 "age clic the Select /&n4 7&#e d#o" down to +iew the a+aila lean s( >nl' those an s that ha+e #anches unde# them will e dis"la'ed in this list(&te" 14 &elect the #anch whose details 'ou want to +iew( In this e!am"le we select Oriss& r&#"& /&n4 – 7ew.

;ote: /he Alre&d" M&**ed /r&nc =ist and the Av&il&ble /r&nc =ist for M&**in! a#e dis"la'ed( If #eCui#ed sc#oll

Page 133 of 633

down to +iew the #anch to which modifications we#e made(



(&te" 15 ,lic 'lose.&te" 16 % wa#ning message o! stating L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH

,lic es to #etu#n to the P-I%&oft main menu "age(Eou cannot modif' an #anch details if an' t#ansactions in+ol+ing o"ening alance cheCue oo s and +ouche#s ha+e een

#eco#ded in #ele+ant account num e# unde# it(,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' an #anch details(

Page 134 of 633

+.18 M&**in! /&n4 /r&nc



We ha+e al#ead' lea#nt to add and modif' an #anch details( %fte# adding a an #anch it needs to e ma""ed to 'ou#%ccounting ntit' o# P-I( /his is mandato#' to o"en accounts in the newl' added an #anch(

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(Pre conditions

In o#de# to ma" an #anches 'ou need to add a an #anch to the data ase(Post conditions

>nce the an #anch is ma""ed successfull' to the P-I o# %ccounting entit' it will e a+aila le fo# c#eatingaccounts unde# it(

,lic 7eDt to +iew a demonst#ation on ma""ing an #anches(

Page 135 of 633

+.1; M&**in! /&n4 /r&nc – )e#onstr&tion



&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( >n theSelect Role "age f#om the Role d#o" down select @ill& P&nc &"&t Ad#inistr&tor and clic Sub#it.7oteG @#anch details need to e #eco#ded at the dist#ict le+el ' the dist#ict le+el administ#ato#( >nce the an #anches

a#e c#eated the Jilla Pancha'at @loc Pancha'at and the .illage Pancha'at administ#ato#s can ma" the an #anches fo#thei# own P-Is(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 /r&nc to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic M&* to ma" the #eco#ded an #anch to 'ou# Jilla Pancha'at(

;ote: /he M&* /r&nc es "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 ,lic the Select /&n4 7&#e d#o" down to +iew a list of #eco#ded an s(;ote: =e#e onl' those an s a#e a+aila le fo# selection unde# which an' #anch e!ists(

&te" 5 &elect an a""#o"#iate an ( In this e!am"le we will select Oriss& r&#"& /&n4 7ew (

&te" 6 ,lic the Select )istrict P&nc &"&t d#o" down to +iew a list of dist#ict "ancha'ats a+aila le(&te" 7 &elect 'ou# dist#ict "ancha'at f#om the list( In this e!am"le we will choose A7 =.;ote: % list of #anches a+aila le fo# ma""ing is dis"la'ed onto the left side of the sc#een(

&te" 8 )#om the Av&il&ble /r&nc =ist for M&**in! select the #anches that 'ou want to ma" fo# 'ou# dist#ict"ancha'at( In this e!am"le we will choose 7ew M&r4et /r&nc Oriss&.

&te" 9 ,lic Add to ma" the selected #anch with selected Aist#ict Pancha'at(7oteG % few #anches ma' can e ma""ed to the Jilla Pancha'at ' the state administ#ato#( /hese #anches a#e dis"la'edin the Alre&d" M&**ed /r&nc =ist ' default( /he #anches that the Jilla Pancha'at administ#ato# also selects fo#ma""ing get added to this list(

&te" 10 ,lic S&ve to sa+e the details(&te" 11 % success message is dis"la'ed stating that the #anch ma""ing details ha+e een sa+ed( ,lic O, to close the

message o!(7oteG )o# unma""ing a #anch c#eated ' the Jilla Pancha'at administ#ato# select the #anch f#om the Alre&d" M&**ed/r&nc =ist and clic Re#ove. =owe+e# a an #anch unde# which accounts ha+e een c#eated cannot e unma""eduntil the accounts in those #aches a#e deleted(

&te" 12 ,lic 'lose.&te" 13 % message o! is dis"la'ed as ing fo# confi#mation fo# closing the M&* /r&nc es "age( ,lic es to close the

message o! and the M&* /r&nc es "age(

Page 136 of 633

,ong#atulationsK Eou ha+e now lea#nt to successfull' ma" an #anches to 'ou# Jilla Pancha'at(



Page 137 of 633



+.20 )eletin! /&n4 /r&nc – )e#onstr&tion



&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication( >n the Select Role "age f#om the Role d#o" downlist select )istrict Ad#inistr&tor and clic Sub#it. In this e!am"le we login as the @ill& P&nc &"&t Ad#inistr&tor ofthe Anu!ul Jilla Pancha'at who has een assigned the #ole of Aist#ict %dminist#ation also(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic /&n4 /r&nc to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 &elect the )elete o"tion to dis"la' the )elete /r&nc "age(

;ote: /he )elete /r&nc "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 ,lic the Select /&n4 7&#e d#o" down to +iew the list of a+aila le an s(&te" 5 &elect the an fi#st to delete its #anch( In this e!am"le we select Oriss& r&#"& /&n4 7ew.

;ote: %ll the #anches unde# the selected an a#e dis"la'ed along with thei# add#esses(7oteG /he an #anches ma# ed with dou le #ed aste#is s Q a#e #anches that cannot e deleted( /hese a#e #anchesthat ha+e an accounts unde# them and hence the' cannot e deleted(

&te" 6 >n the )elete /r&nc "age unde# the ' ec4 To )elete column chec the chec o! against the an #anchthat 'ou want to delete( In this e!am"le we will select 7ew M&r4et /r&nc Oriss& (

&te" 7 ,lic )elete to delete the selected an #anch f#om the data ase(;ote: If necessa#' clic 'le&r to undo the selection made to the delete a an o# clic 'lose to close the )elete /r&nc"age(,ong#atulationsK Eou ha+e now lea#nt to successfull' delete an #anches(

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+.21 Module Su##&r"



We ha+e now #eached the end of this module on $anaging @an (

In this module we lea#nt to manage ,ent#al and &tate le+el @an s and @an @#anches of the Jilla Pancha'at(

Page 140 of 633



8.2 Overview



We ha+e al#ead' e!"lo#ed the use# inte#face of the P-I%&oft a""lication(

?et s now e!"lo#e how this a""lication can e used fo# #eco#ding and managing all info#mation "e#taining to t#easu#ies in the

"ancha'at a#ea( /#easu#' details need to e #eco#ded at the dist#ict le+el ' the dist#ict le+el administ#ato#( >nce thet#easu#' is c#eated the Jilla Pancha'at @loc Pancha'at and the .illage Pancha'at administ#ato#s can ma" the t#easu#' fo#thei# own P-Is(

Page 142 of 633

8.3 Eor4in! wit Tre&suries



/o facilitate t#ansactions th#ough the accounts maintained ' P-Is in /#easu#' P-I%&oft allows 'ou to add the details of the/#easu#ies in the s'stem and ma" them to the accounting entit' fo# ca##'ing out the funding acti+ities th#ough the /#easu#'account( &u seCuentl' 'ou can ma e modifications to the t#easu#ies o# delete them(% /#easu#' can eithe# e a Aist#ict /#easu#' a &u /#easu#' o# a &"ecial /#easu#'(

%dding a /#easu#' usuall' includes c#eating a new t#easu#' and adding details such as the /#easu#' ;ame /#easu#' ,odeand /#easu#' ?ocation info#mation(

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8.$ Addin! Tre&sur"



Eou can "e#fo#m acti+ities such as issuing cheCues th#ough t#easu#' s"ecif'ing o"ening alances of t#easu#' accounts onl' if'ou ha+e added a /#easu#' in P-I%&oft(


Pre conditions/o c#eate t#easu#' 'ou need to e logged onto the P-I%&oft a""lication with the Aist#ict %dminist#ato# s #ole(

Post conditions/he c#eated /#easu#' will e a+aila le fo# the c#eation of /#easu#' accounts(

,lic 7eDt to +iew a demonst#ation on adding a t#easu#'(

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8.( Addin! Tre&sur" – )e#onstr&tion&te" 1 ;ote >n the P I%&oft home "age in the Dse#name and Passwo#d fields t'"e in the #eCui#ed use#name and



&te 1 ;ote >n the P-I%&oft home age in the Dse#name and Passwo#d fields t e in the #eCui#ed use#name and"asswo#d( In this e!am"le we login as the @ill& P&nc &"&t Ad#inistr&tor of the Anu!ul Jilla Pancha'at who has eenassigned the #ole of )istrict Ad#inistr&tion also(

&te" 1 > se#+e that 'ou #e di#ected to Select Role "age whe#ein 'ou can select 'ou# #ole( ,lic the -ole d#o" down listto +iew a list of #oles(

&te" 2 )#om the list select a #ole( In this e!am"le we will select )istrict Ad#inistr&tor (&te" 3 ,lic &u mit to na+igate to the P-I%&oft main menu "age(&te" 4 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 5 ,lic Tre&sur" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 6 ,lic Add to #eco#d new t#easu#' details into the s'stem(

/he Add Tre&sur" )et&ils "age is dis"la'ed( /his "age allows 'ou to c#eate th#ee t'"es of t#easu#ies )istrict Tre&sur"Sub Tre&sur" and S*eci&l Tre&sur" ( Eou can c#eate a Aist#ict /#easu#' onl' at the Jilla Pancha'at le+el( Eou can chooseto c#eate a &u &"ecial /#easu#' unde# a Aist#ict /#easu#'( In this e!am"le we will c#eate a )istrict Tre&sur" (;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means that these a#e mandato#' andcannot e left lan (

&te" 7 In the Select Tre&sur" T"*e section select the t'"e of t#easu#' 'ou wish to add( In this e!am"le we will select)istrict Tre&sur" (7oteG &u /#easu#ies and &"ecial /#easu#ies a#e #eco#ded unde# Aist#ict /#easu#ies( +e#' dist#ict can ha+e onl' one Aist#ict/#easu#' ut multi"le &"ecial and &u /#easu#ies(

&te" 8 In the Tre&sur" 7&#e field t'"e in the name of the #ele+ant t#easu#' in which the P-I holds an account( In thise!am"le we will t'"e )istrict Tre&sur" Anu!ul>"tionall' in the Tre&sur" 7&#e 9=oc&l =&n!u&!e: field 'ou can ente# the /#easu#' name in a local language if#eCui#ed(

&te" 9 In the Tre&sur" 'ode field t'"e in the code co##es"onding to the /#easu#' o#gani*ation 'ou +e mentioned ea#lie#(In this e!am"le we will t'"e ($321.>"tionall' in the Tre&sur" =oc&tion field 'ou can choose to ente# the location of the /#easu#' if #eCui#ed(

&te" 10 %fte# ente#ing all the #ele+ant details clic S&ve (&te" 11 % success message stating Tre&sur" det&ils s&ved successfull" is dis"la'ed(

;ote: If 'ou clic 'le&r the s'stem dis"la's a message stating L )&t& entered b" "ou would not be s&ved. Eould "ouli4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 12 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt how to successfull' add a Aist#ict /#easu#'(

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8.+ Addin! S*eci&l &nd Sub Tre&sur"



%t times 'ou ma' need to use the &"ecial and &u /#easu#ies unde# the main Aist#ict /#easu#ies to #eco#d t#ansactions(


Pre conditions/o c#eate &"ecial and &u /#easu#' 'ou need to e logged onto the P-I%&oft a""lication with the Aist#ict%dminist#ato# s #ole( Dnde# an' dist#ict onl' one Aist#ict /#easu#' can e c#eated and unde# Aist#ict /#easu#' one o# multi"le &"ecial and&u /#easu#ies can e c#eated(Aist#ict /#easu#' should ha+e een c#eated ea#lie# to c#eate &"ecial and &u /#easu#' unde# it(

Post conditions

/he c#eated &"ecial and &u /#easu#' will e a+aila le fo# the c#eation of /#easu#' accounts(

,lic 7eDt to +iew a demonst#ation on adding t#easu#'(

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8.8 Addin! S*eci&l &nd Sub Tre&sur" – )e#onstr&tion



&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Tre&sur" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to #eco#d new t#easu#' details into the s'stem(

/he Add Tre&sur" )et&ils "age is dis"la'ed( /his "age allows 'ou to c#eate th#ee t'"es of t#easu#ies )istrict Tre&sur"Sub Tre&sur" and S*eci&l Tre&sur" ( Eou can c#eate a Aist#ict /#easu#' onl' at the Jilla Pancha'at le+el( Eou can chooseto c#eate a &u &"ecial /#easu#' unde# a Aist#ict /#easu#'( In this e!am"le we will c#eate a Sub Tre&sur" (;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 In the Select Tre&sur" T"*e section select the t'"e of t#easu#' 'ou wish to add( In this e!am"le we choose SubTre&sur" (7oteG &u /#easu#ies and &"ecial /#easu#ies a#e #eco#ded unde# Aist#ict /#easu#ies( +e#' dist#ict can ha+e one Aist#ict/#easu#' ut multi"le &"ecial and &u /#easu#ies(

&te" 5 In the Tre&sur" 7&#e field t'"e in the name of the #ele+ant t#easu#' in which the P-I holds an account( In thise!am"le we will t'"e Anu!ul S&d&r /loc4 Tre&sur".>"tionall' in the Tre&sur" 7&#e 9=oc&l =&n!u&!e: field 'ou can ente# the /#easu#' name in a local language if#eCui#ed(

&te" 6 In the Tre&sur" 'ode field t'"e in the code co##es"onding to the /#easu#' o#gani*ation 'ou ha+e mentionedea#lie#( In this e!am"le we will t'"e 132$(.>"tionall' in the Tre&sur" =oc&tion field 'ou can choose to ente# the location of the /#easu#' if #eCui#ed(

&te" 7 %fte# ente#ing all the #ele+ant details clic S&ve (&te" 8 % message o! dis"la'ing a success message is dis"la'ed(&te" 9 ,lic O, to close the message o! and #etu#n to the Add Tre&sur" )et&ils "age(&te" 10 In the Select Tre&sur" T"*e section select S*eci&l Tre&sur" to add a &"ecial /#easu#'(&te" 11 In the Tre&sur" 7&#e field t'"e in the name of the #ele+ant t#easu#' in which the P-I holds an account( In this

e!am"le we will t'"e Anu!ul S*eci&l Tre&sur".7oteG &"ecial /#easu#ies a#e c#eated when Aist#ict /#easu#ies a#e una le to handle the wo# load(

&te" 12 In the Tre&sur" 'ode field t'"e in the code co##es"onding to the /#easu#' o#gani*ation 'ou +e mentioned ea#lie#(In this e!am"le we will t'"e 123.

&te" 13 %fte# ente#ing all the #ele+ant details clic S&ve (&te" 14 % success message stating Tre&sur" det&ils s&ved successfull" is dis"la'ed( ,lic O, to close the messageo!(

;ote: If 'ou clic 'le&r the s'stem dis"la's a message stating L )&t& entered b" "ou would not be s&ved. Eould "ou

Page 147 of 633

li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(



message o! the s stem would #etain all data ente#ed ea#lie#(&te" 15 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add &"ecial and &u /#easu#ies(

Page 148 of 633

8.; Modif"in! Tre&sur"



While ente#ing some t#easu#' details in the a""lication 'ou ma' ha+e ente#ed inco##ect info#mation such as the /#easu#'add#ess o# /#easu#' code( %lte#nati+el' some info#mation ma' ha+e changed o# ecome outdated( &uch info#mation needsto e modified to eliminate the "ossi ilit' of e##o#s in the futu#e t#ansactions(


Pre conditionsIn o#de# to modif' /#easu#ies 'ou need to add a /#easu#' to the data ase(

Post conditionsIf we ha+e sa+ed the modified /#easu#' details then it will e a+aila le fo# fu#the# modifications(/#easu#' details can e modified e+en if it has een ma""ed to #es"ecti+e P-I(/#easu#' details can e modified e+en if t#easu#' account has een c#eated unde# it(Eou cannot modif' t#easu#' details if an' t#ansactions in+ol+ing o"ening alance cheCue oo s and +ouche#s ha+e

een #eco#ded in #ele+ant account num e# unde# it(

,lic 7eDt to +iew a demonst#ation on modif'ing /#easu#ies(

Page 149 of 633

8.> Modif"in! Tre&sur" – )e#onstr&tion



&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Tre&sur" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Modif" to modif' the details of the #eco#ded /#easu#'(

;ote: /he Modif" Tre&sur" )et&ils "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 In the Select Tre&sur" T"*e section select the t#easu#' that 'ou want to modif'( In this e!am"le we will selectSub Tre&sur".

&te" 5 ,lic the Sub Tre&sur" d#o" down to +iew the list of all a+aila le &u /#easu#ies fo# modification(&te" 6 &elect a &u /#easu#'( In this e !am"le we will select Anu!ul Sub Tre&sur".&te" 7 In the Tre&sur" 7&#e field t'"e the name of the /#easu#' that 'ou want to modif'( In this e!am"le o se#+e that

Anu!ul Sub Tre&sur" has al#ead' een modified to Anu!ul – )istrict Sub Tre&sur".&te" 8 In the Tre&sur" 'ode field modif' the /#easu#' code of the &u /#easu#' selected fo# modification( In this

e!am"le we will modif' the dis"la'ed /#easu#' code to 100;>1.&te" 9 In the Tre&sur" =oc&tion field t'"e in the location of the t#easu#' that 'ou want to modif'( In this e!am"le

o se#+e that the location of the /#easu#' is dis"la'ed as S&d&r /&6&r Anu!ul.&te" 10 ,lic *d&te to ma e the changes(&te" 11 % success message o! is dis"la'ed stating that the /#easu#' was u"dated successfull'( ,lic O, to close this

message o!(;ote: If 'ou clic 'le&r the s'stem dis"la's a message stating L )&t& entered b" "ou would not be s&ved. Eould "ouli4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 12 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' /#easu#' details(

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8.10 Biewin! Tre&sur" )et&ils



Eou ma' want to ha+e a consolidated +iew of the /#easu#ies maintained ' 'ou# %ccounting ntit' o# P-I o# 'ou ma' want tochec if modifications a#e getting #eflected o# not(


Pre conditions/o +iew /#easu#' details 'ou need to e logged onto the P-I%&oft a""lication with the Aist#ict %dminist#ato# s #oleIn o#de# to +iew /#easu#' details 'ou need to add a /#easu#' to the data ase(

,lic 7eDt to +iew a demonst#ation on +iewing /#easu#' details(

Page 151 of 633

8.11 Biewin! Tre&sur" )et&ils – )e#onstr&tion



&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication( >n the Select Role "age f#om the Role d#o" downlist select )istrict Ad#inistr&tor and clic Sub#it. In this e!am"le we login as the @ill& P&nc &"&t Ad#inistr&tor ofthe Anu!ul Jilla Pancha'at who has een assigned the #ole of Aist#ict %dminist#ation also(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Tre&sur" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to +iew the e!isting /#easu#' details in the s'stem(

;ote: /he Biew Tre&sur" )et&ils "age is dis"la'ed( Eou can +iew all the /#easu#ies maintained ' 'ou# %ccounting ntit'o# P-I( > se#+e that the details of the modified /#easu#' a#e also dis"la'ed(

&te" 4 ,lic 'lose to close the Biew Tre&sur" )et&ils "age and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew /#easu#' details in P-I%&oft(

Page 152 of 633

8.12 M&**in! Tre&sur"



We ha+e al#ead' lea#nt to add and modif' /#easu#ies( %fte# adding /#easu#ies the' need to e ma""ed to Jilla Pancha'at($a""ed /#easu#ies with Jilla Pancha'at a#e a+aila le fo# thei# /#easu#' %ccount c#eation(


Pre conditionsIn o#de# to ma" /#easu#ies to Jilla Pancha'at 'ou fi#st need to c#eate /#easu#ies and #eco#d them in the P-I%&ofta""lication(

Post conditions$a""ed /#easu#ies a#e a+aila le fo# thei# /#easu#' %ccount c#eation(

,lic 7eDt to +iew a demonst#ation on ma""ing /#easu#ies(

Page 153 of 633

8.13 M&**in! Tre&sur" – )e#onstr&tion



&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( >n theSelect Role "age f#om the Role d#o" down select @ill& P&nc &"&t Ad#inistr&tor and clic Sub#it.

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Tre&sur" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic M&* to ma" the /#easu#' 'ou ha+e al#ead' c#eated to 'ou# Jilla Pancha'at( Eou should ensu#e that the#e is at

least one t#easu#' c#eated in the s'stem co##es"onding to an' Aist#ict Pancha'at in 'ou# state(;ote: /he M&* Tre&sur" "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 ,lic the Select )istrict P&nc &"&t d#o" down to +iew a list of all Aist#ict Pancha'ats within 'ou# state(&te" 5 &elect the a""#o"#iate Aist#ict Pancha'at co##es"onding to the /#easu#' o#gani*ation 'ou ha+e added to the s'stem

ea#lie#( In this e!am"le we will select P RI (;>/ : /his selection leads to the dis"la' of two lists Av&il&ble Tre&sur" =ist for M&**in! and Alre&d" M&**edTre&sur" =ist ( Av&il&ble Tre&sur" =ist for M&**in! dis"la's the /#easu#ies that a#e 'et to e ma""ed to selected JillaPancha'at( Alre&d" M&**ed Tre&sur" =ist dis"la's the /#easu#' o#gani*ations that a#e al#ead' ma""ed to selected JillaPancha'at(

&te" 6 )#om Av&il&ble Tre&sur" =ist for M&**in! choose one /#easu#' that can e ma""ed to a selected JillaPancha'at( In this e!am"le we will choose Puri S*eci&l Tre&sur" (

&te" 7 ,lic Add to t#ansfe# the chosen item onto Alre&d" M&**ed Tre&sur" =ist (&te" 8 ,lic S&ve to #eco#d the ma""ing 'ou ha+e done(

;>/ : % message o! stating success message of /#easu#' ma""ing is dis"la'ed(&te" 9 >n this message o! clic O,.&te" 10 >n the M&* Tre&sur" "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now leant to successfull' $a" /#easu#' details(

Page 154 of 633

8.1$ )eletin! Tre&sur"



If a /#easu#' is no longe# +alid fo# 'ou# P-I %ccounting ntit' 'ou can choose to delete it(


Pre conditions/o delete a /#easu#' 'ou need to add a /#easu#' to the data ase(>nl' a dist#ict administ#ato# can delete a /#easu#'(Eou cannot delete /#easu#ies if t#ansactions o# +ouche#s a#e #eco#ded fo# the accounts maintained in the selected/#easu#'(

Post conditions/#easu#' details cannot e deleted once the /#easu#' %ccount is c#eated unde# it(>nce a /#easu#' %ccount is deleted it will not e a+aila le fo# fu#the# modification ma""ing and c#eation of /#easu#'%ccounts unde# it(

,lic 7eDt to +iew a demonst#ation on deleting a /#easu#'(

Page 155 of 633

8.1( )eletin! Tre&sur" – )e#onstr&tion

f f



&te" 1 ;ote ?ogin to the P-I%&oft a""lication( >n the Select Role "age f#om the Role d#o" down list select )istrictAd#inistr&tor and clic Sub#it. In this e!am"le we login as the )istrict Ad#inistr&tor of the Anu!ul Jilla Pancha'atwho has een assigned the #ole of Aist#ict %dminist#ation also(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Tre&sur" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 &elect the )elete o"tion to dis"la' )elete Tre&sur" )et&ils "age(

;ote: /he )elete Tre&sur" "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan (

&te" 4 In the ' ec4 Tre&sur" 9s: for )elete column select the t#easu#' that 'ou want to delete( In this e!am"le wewill select #*Lsub.7oteG /he /#easu#ies ma# ed with dou le #ed aste#is s Q a#e /#easu#ies that cannot e deleted and a#e disa led( /hesea#e /#easu#ies that ha+e t#ansactions unde# them such as s"ecification of o"ening alance issuance of cheCue oo s o##eco#d of +ouche#s and so on and hence the' cannot e deleted(

&te" 5 ,lic )elete to delete the selected t#easu#' f#om the data ase(&te" 6 % confi#mation message as ing Are "ou sure to delete t e selected record9s:H is dis"la'ed( ,lic es to delete

the t#easu#'(&te" 7 % message stating that the /#easu#' Aetails we#e deleted successfull' is dis"la'ed( ,lic O, to close the messageo!(&te" 8 >n the P-I%&oft main menu "age select M&ster ntr" Tre&sur" Biew to dis"la' the Biew Tre&sur" )et&ils

"age(;ote: > se#+e that the deleted /#easu#ies a#e not dis"la'ed in this list(

&te" 9 ,lic 'lose to close the Biew Tre&sur" )et&ils "age and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' delete a /#easu#'(

Page 156 of 633

8.1+ Module Su##&r"

W h # h d h d f hi d l $ i /# #'(



We ha+e now #eached the end of this module on $anaging /#easu#'(

In this module we lea#nt to manage /#easu#' %ccounts of the Jilla Pancha'at(

Page 157 of 633

;.0 Module – M&n&!in! Post Office

1 M d l Obj ti



;.1 Module Objectives

Welcome to the module on $anaging Post >ffice(

In this module we will lea#n to $anage Post >ffice details of the Jilla Pancha'at(


Page 158 of 633

;.2 Overview

We ha+e al#ead' e!"lo#ed the use# inte#face of the P I%&oft a""lication(



We ha+e al#ead e! lo#ed the use# inte#face of the P-I%&oft a lication(

?et s now e!"lo#e how this a""lication can e used fo# #eco#ding and managing all info#mation "e#taining to Post >ffice in the"ancha'at a#ea( ach %ccounting entit' will maintain the details of the Post >ffice unde# which the' a#e maintaining Post>ffice accounts(

Page 159 of 633

;.3 Eor4in! wit Post Office

/o facilitate t#ansactions th#ough the accounts maintained ' P Is in Post >ffice P I%&oft allows 'ou to add the details of



/o facilitate t#ansactions th#ough the accounts maintained P-Is in Post >ffice P-I%&oft allows ou to add the details ofthe Post >ffice in the s'stem and ma" them to schemes fo# ca##'ing out the funding acti+ities th#ough the Post >fficeaccount( &u seCuentl' 'ou can ma e modifications to the Post >ffice o# delete them(

%dding a Post >ffice usuall' include c#eating a new Post >ffice and adding details such as the name of the Post >ffice Post>ffice t'"e head office su office "in code location "hone and "ostal de"a#tmental info#mation(

Page 160 of 633

;.$ Addin! Post Office

Eou can "e#fo#m acti+ities such as issuing cheCues th#ough Post >ffice and s"ecif'ing o"ening alances of Post >ffice



Eou can e#fo#m acti+ities such as issuing cheCues th#ough Post >ffice and s ecif ing o ening alances of Post >fficeaccounts onl' if 'ou ha+e added a Post >ffice account in P-I%&oft(


Pre conditions/o c#eate Post >ffice 'ou need to e logged onto the P-I%&oft a""lication with the Jilla Pancha'at%dminist#ato# s #ole(

Post conditions/he c#eated Post >ffice will e a+aila le fo# the c#eation of Post >ffice accounts(

,lic 7eDt to +iew a demonst#ation on adding Post >ffice(

Page 161 of 633

;.( Addin! Post Office )e#onstr&tion



&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(In this e!am"le we will log in as a @ill& P&nc &"&t Ad#inistr&tor fo# the A7 = Jilla Pancha'at(

&te" 2 > se#+e that 'ou #e di#ected to select #ole "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o" down to+iew a list of #oles(

&te" 3 )#om the list select a #ole( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(&te" 5 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 6 ,lic Post Office to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 7 ,lic Add to add new Post >ffice in the s'stem(

/he Add Post Office fo#m is dis"la'ed( /his fo#m dis"la's the fields that a#e #eCui#ed to add details of a Post >ffice(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (7oteG If 'ou sa+e a Post >ffice #eco#d without ente#ing all the mandato#' details the a""lication dis"la's a Mess&!e fro#web*&!e message o!( /his message o! should e closed ' clic ing O, and then mandato#' details should e ente#ed(

&te" 8 In the Post Office 7&#e field t'"e in the name of the Post >ffice fo# which 'ou want to c#eate a #eco#d( In thise!am"le we will t'"e Anu!ul )istrict Post Office.

&te" 9 In the Post Office T"*e section select the Post >ffice t'"e as =ead >ffice o# a &u >ffice de"ending u"on thedetails of the Post >ffice 'ou a#e ente#ing( In this e!am"le we will select Fe&d Office.

&te" 10 If #eCui#ed 'ou can choose to ente# the #ele+ant "in code location "hone num e# and "ostal de"a#tmentalinfo#mation in the #es"ecti+e fields( In this e!am"le in the Pin 'ode field we t'"e 30$0(( in the =oc&tion field we t'"eM&in M&r4et )ist Anu!ul in the P one field we t'"e ;>23$(+223 and in the Post&l )e*&rt#ent Infor#&tion fieldwe t'"e Fe&d PO Anu!ul.;ote: /he Add Post Office "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing S&ve allows 'ou to sa+e all thedetails ente#ed( ,lic ing 'le&r would e#ase all the details "#e+iousl' ente#ed( If 'ou clic 'le&r the s'stem dis"la's amessage stating L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on this

message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on the message o! the s'stem would #etain alldata ente#ed ea#lie#(>n the Add Post Office "age if 'ou clic 'lose the s'stem dis"la's a message stating L )&t& entered b" "ou would notbe s&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#asedand the "age would close down and will #ing 'ou ac to P-I%&oft main menu "age and if 'ou clic 7o on the message

o! the s'stem would #etain all data ente#ed ea#lie# and will let 'ou #emain on Add Post Office "age(

Page 162 of 633

&te" 11 ,lic S&ve to sa+e the details(&te" 12 % success message LPost >ffice Aetails &a+edM is dis"la'ed( ,lic O, to close the message o!(

7oteG /he Fel* menu on the Add Post Office "age can e used to +iew an' additional info#mation on adding a Post >ffice(



7oteG /he Fel menu on the Add Post Office age can e used to +iew an additional info#mation on adding a Post >ffice(Eou cannot delete "ostal details if an' t#ansactions in+ol+ing o"ening alance cheCue oo s and +ouche#s ha+e een#eco#ded unde# the #ele+ant account num e#(,ong#atulations( Eou ha+e now lea#nt to successfull' add a Post >ffice in P-I%&oft(

Page 163 of 633

;.+ Modif"in! Post Office

While ente#ing Post >ffice details in the a""lication if 'ou had ente#ed inco##ect info#mation such as inco##ect "ostal code o#



While ente#ing Post ffice details in the a lication if ou had ente#ed inco##ect info#mation such as inco##ect ostal code o#"hone num e# and so on this info#mation needs to e modified to eliminate the "ossi ilit' of e##o#s in the futu#et#ansaction(


Pre conditionsIn o#de# to modif' Post >ffice details 'ou need to add a Post >ffice to the data ase(

Post conditions% Post >ffice unde# which a Post >ffice account has een c#eated can e modified(

,lic 7eDt to +iew a demonst#ation on modif'ing Post >ffice details(

Page 164 of 633

;.8 Modif"in! Post Office )e#onstr&tion




; gg % % (In this e!am"le we will log in as a @ill& P&nc &"&t Ad#inistr&tor fo# the A7 = Jilla Pancha'at(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Post Office to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Modif" to modif' the e!isting Post >ffice details in the s'stem(

;ote G /he Modif" Post Office fo#m is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 >n the Modif" Post Office "age clic the Post Office 7&#e d#o" down to +iew the Post >ffices a+aila le in the

data ase fo# modification(&te" 5 )#om the Post Office 7&#e d#o" down list select the Post >ffice whose details 'ou want to modif'( /he d#o"

down lists all the Post >ffice details c#eated ' the accounting entit'( In this e!am"le we will select Fe&d Post OfficeAn!ul.

&te" 6 /he details of the selected Post >ffice a#e dis"la'ed( Eou can modif' the e!isting Post >ffice details as #eCui#ed( Inthis e!am"le we will change the Post Office T"*e f#om Fe&d Office to Sub Office and in the Post&l )e*&rt#entInfor#&tion field we t'"e Sub Post Office.7oteG /he Modif" Post Office "age dis"la's th#ee uttons *d&te 'le&r and 'lose ( ,lic ing *d&te allows 'ou to sa+eall the modified details( ,lic ing 'le&r would e#ase all the details "#e+iousl' ente#ed( If 'ou clic 'le&r the s'stem dis"la'sa message stating L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on thismessage o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on the message o! the s'stem would #etain alldata ente#ed ea#lie#(>n the Modif" Post Office "age if 'ou clic 'lose the s'stem dis"la's a message stating L )&t& entered b" "ou wouldnot be s&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would ee#ased and the "age would close down and will #ing 'ou ac to P-I%&oft main menu "age and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie# and will let 'ou #emain on Modif" Post Office "age(

&te" 7 ,lic *d&te to sa+e the details(

&te" 8 % success message LPost >ffice Aetails &a+edM is dis"la'ed( ,lic O, to close the message o!(;ote: Eou cannot delete "ostal details if an' t#ansactions in+ol+ing o"ening alance cheCue oo s and +ouche#s ha+e een#eco#ded unde# the #ele+ant account num e#(,ong#atulations( Eou ha+e now lea#nt to successfull' modif' Post >ffice in P-I%&oft(

Page 165 of 633

;.; Biewin! Post Office

Eou ma' want to ha+e a consolidated +iew of the Post >ffice maintained ' 'ou# %ccounting ntit' o# P-I o# 'ou ma' want



gto chec if modifications a#e #eflecting in the data ase(


Pre conditionsIn o#de# to +iew Post >ffice details 'ou need to add a Post >ffice to the data ase(

,lic 7eDt to +iew a demonst#ation on +iewing Post >ffice details(

Page 166 of 633

;.> Biewin! Post Office )e#onstr&tion




gg (In this e!am"le we will log in as a @ill& P&nc &"&t Ad#inistr&tor fo# the A7 = Jilla Pancha'at(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Post Office to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to +iew the e!isting Post >ffice details in the s'stem(

;ote: /he Post Office Biew "age is dis"la'ed( Eou can +iew all the Post >ffices maintained ' 'ou# %ccounting ntit' o#P-I( > se#+e that the details of the modified Post >ffice a#e dis"la'ed(

&te" 4 ,lic 'lose to close the Post Office Biew "age and #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e now lea#nt to successfull' +iew a Post >ffice in P-I%&oft(

Page 167 of 633

;.10 )eletin! Post Office

If a Post >ffice is no longe# +alid fo# 'ou# P-I %ccounting ntit' 'ou can delete it(




Pre conditionsIn o#de# to delete a Post >ffice 'ou need to add a Post >ffice to the data ase(/he Post >ffice unde# which Post >ffice account has een c#eated cannot e deleted(Eou cannot delete Post >ffice details if t#ansactions such as >"ening @alance ,heCue @oo s o# +ouche#s a#e #eco#dedfo# the accounts maintained in the selected Post >ffice(

,lic 7eDt to +iew a demonst#ation on deleting a Post >ffice(

Page 168 of 633

;.11 )eletin! Post Office )e#onstr&tion




In this e!am"le we will log in as a @ill& P&nc &"&t Ad#inistr&tor fo# the A7 = Jilla Pancha'at(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Post Office to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic )elete to dis"la' the )elete Post Office "age(

;ote: /he )elete Post Office "age is dis"la'ed( > se#+e the Post >ffice #eco#ds on the Post Office )eletion fo#m( If an'#eco#d is ma# ed with dou le #ed aste#is s L M it is disa led fo# deletion( Aou le #ed aste#is s ma# indicates thatt#ansactions li e >"ening @alance issued ,heCue @oo s o# +ouche#s ac#oss financial 'ea# ha+e een #eco#ded fo# an accountin the co##es"onding Post >ffice( % #eco#d is a+aila le fo# deletion onl' if t#ansactions ha+e not een #eco#ded fo# thataccount num e#(

&te" 4 &elect the chec o! ne!t to Post >ffice #eco#ds which 'ou want to delete( /he s'stem allows deletion of multi"lePost >ffices( In this e!am"le we will select the Anu!ul )istrict Post Office

&te" 5 ,lic )elete to delete the selected #eco#d(&te" 6 % message o! with message L%#e 'ou su#e to delete the selected #eco#dsRM is dis"la'ed( ,lic es to close the

message o! and "#oceed with the deletion(

&te" 7 % success message LPost >ffice details deletedM is dis"la'ed( ,lic O, to close the message o! and o se#+e thatthe deleted Post >ffice #eco#d is no longe# dis"la'ed(

&te" 8 ,lic 'lose to close the )elete Post Office "age and #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e now lea#nt to successfull' delete a Post >ffice in P-I%&oft(

Page 169 of 633

;.12 Module Su##&r"

We ha+e now #eached the end of this module on $anaging Post >ffice( In this module we lea#nt to manage Post >ffice(



Page 170 of 633

>.0 Module – M&n&!in! /&n4 Accounts

>.1 Module Objectives



Welcome to the module on $anaging @an %ccounts(

In this module we will lea#n to add modif' +iew and delete an accounts details of Jilla Pancha'at(


Page 171 of 633

>.2 Overview

%s an accounts office# 'ou a#e #eCui#ed to monito# funds in the +a#ious an accounts held ' an accounting entit'



/o effecti+el' monito# funds 'ou must maintain and constantl' u"date all financial account s"ecific info#mation such aswhich account is functional and which accounts ha+e gone o solete(

P-I%&oft allows 'ou to ee" t#ac of all account s"ecific info#mation this hel"s 'ou sta' info#med a out all an accountsheld ' 'ou# accounting entit'(

/his also hel"s in maintaining consistenc' of account s"ecific info#mation ac#oss all accounting entities(

Page 172 of 633

>.3 Addin! /&n4 Account )et&ils

We c#eated an #anches ea#lie#( /o #e+iew asic info#mation a out managing an #anches in P-I%&oft 'ou can #efe# toth d l i (



the module managing an (

When an accounting entit' has to de"osit mone' in a an it is #eCui#ed to o"en a an account(

@an accounts a#e c#eated fo# managing funds o tained f#om +a#ious schemes ' an accounting entit' such as funds#ecei+ed ' the "ancha'at unde# the scheme T irteent %in&nce 'o##ission (

>nce c#eated 'ou must #eco#d details co##es"onding to this an account in P-I%&oft(

;ow let us lea#n to #eco#d an account details fo# 'ou# accounting entit'(


Pre conditions

/he an #anch unde# which 'ou wish to c#eate the new @an %ccount should ha+e een c#eated(/he an #anch unde# which 'ou wish to c#eate the new @an %ccount should e ma""ed to the accounting entit'(

Addition&l Infor#&tion

@an %ccount is uniCue within a an #anch( /he#efo#e if 'ou t#' to c#eate an account num e# in a s"ecific #anchand this account num e# is al#ead' #egiste#ed fo# anothe# #anch within the same diffe#ent an in the data ase thes'stem would still acce"t this ent#'(If 'ou t#' to #eco#d an account info#mation that al#ead' e!ists in the selected an #anch the s'stem woulddis"la' an ale#t L@an %ccountOOaccount num e# al#ead' e!ists(M

Post conditions>nce c#eated a an account is a+aila le fo# modification and deletion(>nce a an account is c#eated it is #ende#ed a+aila le fo# all t#ansactions such as #eco#ding o"ening alance in thataccount issuing cheCue oo s ma ing "a'ment and so on(

,lic 7eDt to +iew a demonst#ation on adding an account details(

Page 173 of 633

>.$ Addin! /&n4 Account )et&ils – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(& " 1 > h P I%& f i " li M& " !" d h " i (



&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic /&n4 Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to add an account details in the s'stem(

;ote: @an accounts a#e c#eated to sto#e the funds that flow into the P-Is f#om +a#ious schemes( /hese an accounts ma'cate# to the funds accumulated f#om one o# multi"le schemes(/he 're&te /&n4 Account fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add the details of a anaccount(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 In the Select t e /&n4 field clic on the d#o" down list to +iew a list of an s(

/his list dis"la's onl' those an names whose #anches ha+e een ma""ed to this accounting entit'( -efe# to the module$a" @an @#anch Aetails h'"e#lin N $a""ing @an @#anch Aetails

&te" 5 &elect the an in which the Pancha'at wants to c#eate the new account( In this e!am"le we will select /&n4 ofIndi& (

&te" 6 ,lic the Select t e /&n4 /r&nc d#o" down list to +iew a list of all #anches of the /&n4 of Indi& which ha+eeen ma""ed to this Pancha'at(&te" 7 )#om the list select the @an of India #anch in which the accounting entit' is maintaining its an accounts( In this

e!am"le we will select 7A7)A /FA/A7 AMA=APA)A 27) =A7 A7 = )IST A7 = ORISSA 8(>12(.;ote that this should e the same #anch which 'ou ha+e ma""ed using the @an @#anch ma""ing o"tion(

&te" 8 In the Account 7o field t'"e in the account num e#( /his num e# must e uniCue within a an #anch ecausemulti"le dist#icts ma' e using this an #anch to maintain thei# accounts( In this e!am"le we will t'"e in 1000>0.;ote: % @an %ccount ma' hold the funds of a single scheme o# multi"le schemes(/hese schemes ma' e the Pancha'at s >wn -esou#ces ,ent#al &cheme and &tate &cheme( /he list dis"la's onl' theschemes:

Which ha+e een ma""ed to this accounting entit'( )o# mo#e info#mation #efe# to module $a""ing &cheme Aetails(

)o# which the > ect =eads ha+e een c#eated at the #ecei"t head side so that funds could e #ecei+ed unde# thoseheads( )o# mo#e info#mation #efe# to the module ,#eate > ect =ead unde# the scheme(>wn -esou#ce which would e shown ' default

)#om this dis"la'ed list of schemes 'ou can select the schemes to which 'ou want to ma" 'ou# an account( Eou can ma"single multi"le schemes to a single an account(

Page 174 of 633

&te" 9 In this e!am"le the an account holds the funds f#om the M 7&tion&l Rur&l #*lo"#ent u&r&ntee ActM 7R A scheme( /he#efo#e we will select the scheme M 7&tion&l Rur&l #*lo"#ent u&r&ntee Act M 7R A.;ote that a P-I ma' #ecei+e funds f#om se+e#al sou#ces such as >wn -esou#ces ,ent#al o# &tate schemes ut ma' ha+e ai gl t t g ll th f d ( /hi ld d ' ""i g lti"l h t i gl t(



single an account to manage all these funds( /his could e done ' ma""ing multi"le schemes to a single an account(&te" 10 In this e!am"le to add multi"le schemes we will select the scheme T irteent %in&nce 'o##ission 9TF%': (

;ote that @an accounts a#e c#eated scheme wise( % scheme can ha+e multi"le com"onents( )o# instance in the case ofT irteent %in&nce 'o##ission 9TF%': the scheme is ha+ing fou# com"onents( /hese a#e:

S*eci&l Are& Perfor#&nce r&nt/&sic Are& Perfor#&nce r&nt

ener&l Are& /&sic r&nt and S*eci&l Are& /&sic r&nt

@an account is c#eated at the scheme le+el( =owe+e# when 'ou s"ecif' the o"ening alance 'ou need to s"ecif'com"onent wise amount a+aila le in the @an %ccount( &imila#l' while oo ing the #ecei"t "a'ment ent#' 'ou a#e #eCui#edto s"ecif' the com"onent unde# which mone' is #ecei+ed o# "a'ment is done(

;ote: /he 're&te /&n4 Account "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing S&ve allows 'ou to sa+e allthe details ente#ed( ,lic ing 'le&r would e#ase all the details "#e+iousl' ente#ed( If 'ou clic 'le&r the s'stem dis"la's amessage L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on this message

o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on the message o! the s'stem would #etain all dataente#ed ea#lie#( >n the 're&te /&n4 Account "age if 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b""ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie#would e e#ased and the "age would ust close down and if 'ou clic 7o on the message o! the s'stem would #etain alldata ente#ed ea#lie#(

&te" 11 ;ow clic S&ve to #eco#d all in"uts(&te" 12 % success message is dis"la'ed( ,lic O, (

,ong#atulations( Eou ha+e now lea#nt to successfull' add all an account s"ecific data in 'ou# s'stem(

>.( Modif"in! /&n4 Account )et&ils

We #eco#ded an account details ea#lie#(

Page 175 of 633

&ome of this info#mation ma' change at a late# date o# while #eco#ding these details 'ou ma' ha+e ente#ed inco##ect details(

/o u"date the #eco#ds 'ou must modif' the #eco#ds c#eated ea#lie#(



/o u date the #eco#ds ou must modif the #eco#ds c#eated ea#lie#(


Pre conditions /o modif' a an account 'ou must ha+e c#eated the an account(

Addition&l Infor#&tionEou can modif' the an account num e# field and ma" add new schemes unde# that s"ecific an accountnum e#(Eou can unma" onl' those schemes f#om the an account num e# fo# which no t#ansaction such as o"ening

alance issued cheCue oo o# +ouche#s ha+e een #eco#ded(% an account would e +isi le to onl' those schemes with which it is ma""ed while #eco#ding the t#ansaction(

Alerts If 'ou t#' the modif' o"tion when 'ou ha+e not c#eated a an account the s'stem will #es"ond with the message L;o @an %ccount e!ists fo# modification(M

,lic 7eDt to +iew a demonst#ation on modif'ing an account details(

Page 176 of 633

>.+ Modif"in! /&n4 Account )et&ils – )e#onstr&tion



nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(

&te" 2 ,lic /&n4 Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Modif" to u"date the an account details(9Include in & note boD:G /he Modif" /&n4 Account %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to sea#ch the anaccount details to modif'(

;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left lan (

&te" 4 /o sea#ch the account fo# modification clic the /&n4 d#o" down list( /he s'stem dis"la's a list of an s unde# which accountsha+e een c#eated fo# 'ou# accounting entit'(

&te" 5 &elect an a""#o"#iate an co##es"onding to which 'ou want to modif' an account details( In this e!am"le we will choose /&n4of Indi& (

&te" 6 ,lic the Select t e /&n4 /r&nc d#o" down list to +iew a list of an #anches in which 'ou# accounting entit' maintainsaccounts( /hese a#e the #anches of @an of India ma""ed ' 'ou(

&te" 7 )#om the list select the #anch co##es"onding to the an account whose details 'ou want to modif'( In this e!am"le we will select7A7)A /FA/A7 AMA=APA)A 27) =A7 A7 = )IST A7 = ORISSA 8(>12(.

Page 177 of 633

&te" 8 ,lic the Account 7o d#o" down list to +iew a list of account num e#s #eco#ded fo# the mentioned an #anch(



&te" 9 )#om the list select an account num e# co##es"onding to which 'ou want to modif' details( In this e!am"le we will select 1000>0.

;ote that if the t#ansactions such as o"ening alance issue of cheCue oo o# +ouche#s ha+e een #eco#ded against the account num e#then while selecting that account num e# fo# modification the s'stem will dis"la' an ale#t LEou ha+e al#ead' oo ed the t#ansaction unde#this an account( ,hanging account details a#e not ad+isa le( Ao 'ou want to continueRM

If 'ou choose O, the s'stem will dis"la' the selected account num e# with the e!isting details ut the scheme names unde# whicht#ansactions ha+e een #eco#ded would e disa led fo# selection( Eou can ma" add new schemes to this account o# change the accountnum e# if w#ongl' ente#ed(

;ote: > se#+e that now the account num e# and scheme info#mation a#e #ende#ed a+aila le fo# modification(

> se#+e the Modif" /&n4 Account fo#m( If an' scheme is ma# ed with dou le aste#is s L M it is disa led fo# unchec ing( Aou leaste#is s ma# indicates that t#ansactions such as >"ening @alance issued cheCue oo o# .ouche#s ac#oss the financial 'ea# ha+e een#eco#ded fo# that account num e#( % #eco#d is a+aila le fo# chec ing o# unchec ing onl' if t#ansactions ha+e not een #eco#ded fo# thataccount num e#(

&te" 10 ;ote In this e!am"le as "a#t of modification we will modif' the an account num e#(

&te" 10 In the dit Account 7o field t'"e in the changed account num e#( In this e!am"le we will t'"e 1000>1 (

&te" 10 ;ote 2 In addition to this modification let us also ma" an additional scheme to this an account( &elect the chec o!es ne!t tothe schemes whose funds a#e #eco#ded in the selected an account( /he s'stem allows ma""ing of multi"le schemes with a single anaccount(

Page 178 of 633

&te" 11 In this e!am"le we will select the ,ent#al scheme Indir& Aw&s oj&n& IA .



&te" 12 ,lic *d&te to sa+e all the modified in"uts(

;>/ : % dialog o! containing a success message is dis"la'ed(

&te" 13 >n this dialog o! clic O,.

&te" 14 >n the Modif" /&n4 Account "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' modif' an account details in the s'stem(

Page 179 of 633

>.8 Biewin! /&n4 Account )et&ils

We c#eated and modified an account details ea#lie#(



W (

;ow let us +iew these an account #eco#ds c#eated in a an #anch(

,lic 7eDt to +iew a demonst#ation on +iewing an account details(

Page 180 of 633

>.; Biewin! /&n4 Account )et&ils – )e#onstr&tion






&te" 3 ,lic Biew to +iew an account info#mation s"ecified fo# the Jilla Pancha'at(

&te" 4 >n the Biew /&n4 Account "age clic the Select t e /&n4 d#o" down list(

/he s'stem dis"la's a list of an s ha+ing thei# ma""ed #anches associated with the an accounts fo# 'ou# accounting entit'(

&te" 5 In this e!am"le we will select /&n4 of Indi& (

&te" 6 ,lic the Select t e /&n4 /r&nc d#o" down list to +iew a list of ma""ed an #anches in which 'ou# P-I maintains accounts(

&te" 7 )#om the list select the an #anch whose details 'ou want to +iew(In this e!am"le we will select 7A7)A /FA/A7 AMA=APA)A 27) =A7 A7 = )IST A7 = ORISSA 8(>12(.

&te" 7 ;ote /he selection leads to the dis"la' of all an account details #eco#ded fo# the ;%;A% @=%@%; #anch fo# this accounting entit'(details ' using the Print icon "#o+ided on this "age(

Page 181 of 633

&te" 8 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(



,ong#atulations( Eou ha+e now lea#nt to successfull' +iew an account details(

Page 182 of 633

>.> )eletin! /&n4 Account )et&ils

We #eco#ded and modified an account details ea#lie#(



&ome of these accounts ma' tu#n o solete(

In such cases 'ou must delete #eco#ds of such accounts(


Addition&l Infor#&tionEou can select multi"le an accounts fo# deletion(Aeleted an accounts will not e a+aila le fo# #eco#ding t#ansactions(

Pre conditions /o delete an accounts 'ou must ensu#e that 'ou ha+e c#eated at least one an account(Eou cannot delete an accounts if t#ansactions such as >"ening @alance issued cheCue @oo o# +ouche#s a#e#eco#ded unde# those accounts(

Alerts If 'ou t#' the Aelete o"tion without ha+ing c#eated o# selected a an account the s'stem will #es"ond with themessage L;o @an %ccount e!ists fo# deletion(M

,lic 7eDt to +iew a demonst#ation on deleting an account details(

Page 183 of 633

>.10 )eletin! /&n4 Account )et&ils – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(





&te" 3 ,lic )elete to delete an account details f#om the s'stem(

&te" 4 >n the )elete /&n4 Account "age clic the Select t e /&n4 d#o" down list( /he s'stem dis"la's a list of an s ma""ed fo# 'ou#accounting entit'(

&te" 5 &elect an a""#o"#iate an co##es"onding to which 'ou want to delete an account details( In this e!am"le we will choose /&n4of Indi& (

&te" 6 ,lic the Select t e /&n4 /r&nc d#o" down list to +iew a list of ma""ed an #anches in which 'ou# P-I maintains accounts(

&te" 7 )#om the list select an a""#o"#iate #anch co##es"onding to the an account details 'ou want to delete( In this e!am"le we willselect 7A7)A /FA/A7 AMA=APA)A 27) =A7 A7 = )IST A7 = ORISSA 8(>12(.

&te" 7 ;ote > se#+e the an account #eco#ds on the /&n4 Account )eletion %or# ( If an' #eco#d is ma# ed with dou le aste#is s L Mit is disa led fo# deletion( Aou le %ste#is s ma# indicates that t#ansactions li e >"ening @alance issued cheCue oo s o# .ouche#s ac#ossfinancial 'ea# ha+e een #eco#ded fo# that account num e#( % #eco#d is a+aila le fo# deletion onl' if t#ansactions ha+e not een #eco#ded fo#that account num e#(

Page 184 of 633

&te" 8 &elect the chec o!es ne!t to the an account s #eco#ds which 'ou want to delete( /he s'stem allows deletion of multi"le



accounts( In this e!am"le we will select the account co##es"onding to the account num e# /OI0001+.

&te" 9 ,lic )elete to #emo+e the an account details f#om the s'stem(

&te" 10 % success message is dis"la'ed( >n this message o! clic O,.


,ong#atulations( Eou ha+e now lea#nt to successfull' delete an account details in the s'stem(

Page 185 of 633

>.11 Module Su##&r"

We ha+e now #eached the end of this module on $anaging @an %ccounts( In this module we lea#nt to add modif' +iewand delete an accounts(



Page 186 of 633

10.0 Module – M&n&!in! Tre&sur" Accounts


l h d l $ (



Welcome to the module on $anaging /#easu#' %ccounts(

In this module we will lea#n to add modif' +iew and delete t#easu#' accounts details of Jilla Pancha'at(


Page 187 of 633

10.2 Overview

% ffi # ' # # C i# d i # f d i #i # #' h ld ' i i '(



%s an accounts office# 'ou a#e #eCui#ed to monito# funds in +a#ious t#easu#' accounts held ' an accounting entit'(

/o effecti+el' monito# t#easu#' funds 'ou must maintain and constantl' u"date all financial account s"ecific info#mationsuch as which t#easu#' account is functional and which accounts ha+e gone o solete(

P-I%&oft allows 'ou to ee" t#ac of all t#easu#' account s"ecific info#mation held ' a s"ecific accounting entit'(

/his also hel"s in maintaining consistenc' of account fund s"ecific info#mation ac#oss all accounting entities(

Page 188 of 633



10.3 Addin! Tre&sur" Account )et&ils

a#lie# we #eco#ded t#easu#' details and ma""ed them to schemes( /o +iew asic info#mation a out managing t#easu#'accounts on P-I%&oft 'ou can #efe# to the module h'"e#lin Aefining @an /#easu#' Post >ffice(

/#easu#ies a#e de"a#tments of the o+e#nment in cha#ge of collection management and e!"enditu#e of "u lic #e+enues( /o#ecei+e funds in a t#easu#' the accounting entit' must fi#st c#eate a t#easu#' account fo# it(

>nce this account is c#eated 'ou can #eco#d all details s"ecific to this account on P-I%&oft(

;ow let us lea#n how to #eco#d t#easu#' account details co##es"onding to t#easu#ies s"ecific to 'ou# accounting entit'(


Pre conditions/he#e should e t#easu#ies ma""ed fo# 'ou# accounting entit'(

Post conditions>nce c#eated a t#easu#' account is a+aila le fo# modification and deletion(/he new t#easu#' account is also a+aila le fo# acti+ities such as #eco#ding o"ening alance in that account issuingcheCue oo s and ma ing "a'ments and so on(

Addition&l Infor#&tion/#easu#' %ccount is uniCue within a t#easu#'( /he#efo#e if 'ou t#' to c#eate an account num e# in a s"ecific t#easu#'

and this account num e# is al#ead' #egiste#ed fo# anothe# t#easu#' the s'stem would still acce"t this ent#'(If 'ou t#' to #eco#d t#easu#' account info#mation that al#ead' e!ists in the selected t#easu#' the s'stem woulddis"la' an ale#t L/#easu#' %ccountOOaccount num e# al#ead' e!ists(M

,lic 7eDt to +iew a demonst#ation on adding t#easu#' account details(

Page 189 of 633

10.$ Addin! Tre&sur" Account )et&ils )e#onstr&tion

# th t ' # l gg d t th P I%& ft ""li ti ith th Jill P h ' t %d i i t# t # # l d th t# #i #



nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole and the t#easu#ies a#ema""ed to 'ou# accounting entit'(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Tre&sur" Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to #eco#d new t#easu#' account details in the s'stem(

;ote: /#easu#' accounts a#e c#eated to sto#e the funds that flow into the P-Is f#om +a#ious schemes( /hese t#easu#'accounts ma' cate# to the funds accumulated f#om one o# multi"le schemes(/he 're&te Tre&sur"5Person&l )e*osit Account )et&ils fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed toadd the details of a t#easu#'(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 In the Tre&sur" field clic on the d#o" down list to +iew a list of t#easu#ies(

/his list dis"la's onl' those t#easu#ies which a#e ma""ed fo# 'ou# accounting entit'(

&te" 5 &elect a t#easu#' fo# which the "ancha'at wants to c#eate a new account( In this e!am"le we will choose 123$(+8– TFIRT 7TF %' A''O 7T (;ote that this is the same t#easu#' which we ha+e ma""ed using the /#easu#' ma""ing(;ote: In the ))O 'ode field t'"e in a AA> code #ele+ant to the t#easu#' account 'ou a#e #eco#ding in the s'stem( /hiscode com"#ises 20 cha#acte#s and can contain al"ha ets num e#s and s"ecial cha#acte#s such as LNL and L M(

&te" 6 In this e!am"le we will t'"e 123$5(+8;>0000000 &b&te" 7 In the Tre&sur"5Person&l )e*osit Account 7o field t'"e in a t#easu#' account num e#( In this e!am"le we will

t'"e 123$(;ote: % /#easu#' %ccount ma' hold the funds of a single scheme o# multi"le schemes(/hese schemes ma' e the Pancha'ats >wn -esou#ces ,ent#al &cheme and &tate &cheme( /he list dis"la's onl' theschemes:

Which ha+e een ma""ed to this accounting entit'( )o# mo#e info#mation #efe# to module $a""ing &cheme Aetails()o# which the > ect =eads ha+e een c#eated at the #ecei"t head side so that funds could e #ecei+ed unde# thoseheads( )o# mo#e info#mation #efe# to the module ,#eate > ect =ead unde# the scheme(>wn -esou#ce which would e shown ' default

)#om this dis"la'ed list of schemes 'ou can select the #ele+ant schemes which 'ou want to ma" to 'ou# t#easu#' account(

Page 190 of 633

Eou can ma" single multi"le schemes to a single t#easu#' account(&te" 8 In this e!am"le the mentioned P-I maintains t#easu#' accounts fo# the T irteent %in&nce 'o##ission TF%'

scheme( /he#efo#e we will select the scheme T irteent %in&nce 'o##ission – TF%' (;ote that t#easu#' accounts a#e c#eated scheme wise( % scheme can ha+e multi"le com"onents( )o# instance in the case ofT i t t %i & ' ##i i 9TF%' th h i h +i g f # " t ( /h #



T irteent %in&nce 'o##ission 9TF%': the scheme is ha+ing fou# com"onents( /hese a#e:S*eci&l Are& Perfor#&nce r&nt

/&sic Are& Perfor#&nce r&ntener&l Are& /&sic r&nt and

S*eci&l Are& /&sic r&nt

Tre&sur" &ccount is cre&ted &t t e sc e#e level. =owe+e# when 'ou s"ecif' the o"ening alance 'ou need to s"ecif'com"onent wise the amount a+aila le in the /#easu#' %ccount( &imila#l' while oo ing the #ecei"t "a'ment ent#' 'ou a#e#eCui#ed to s"ecif' the com"onent unde# which mone' is #ecei+ed o# "a'ment is done(;ote that a P-I ma' #ecei+e funds f#om se+e#al sou#ces such as >wn -esou#ces ,ent#al o# &tate schemes ut ma' ha+e asingle t#easu#' account to manage all these funds( /his could e done ' ma""ing multi"le schemes to a single t#easu#'account(;ote: /he Tre&sur"5Person&l )e*osit Account )et&ils "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing

S&ve allows 'ou to sa+e all the details ente#ed( ,lic ing 'le&r would e#ase all the details "#e+iousl' ente#ed( If 'ou clic'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ouclic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on the message o! the s'stemwould #etain all data ente#ed ea#lie#( >n the Tre&sur"5Person&l )e*osit Account )et&ils "age if 'ou clic 'lose thes'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and the "age would ust close down and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 9 ;ow clic S&ve to #eco#d all in"uts(;>/ : % message o! containing a success message is dis"la'ed(

&te" 10 >n this message o! clic O,.;ote: Eou can use the "#o+ided Fel* featu#e to acCuaint 'ou#self with #eco#ding t#easu#' account details on P-I%&oft(

&te" 11 >n the Tre&sur"5Person&l )e*osit Account )et&ils "age clic 'lose to #etu#n to the P-I%&oft main menu"age(,ong#atulations( Eou ha+e now lea#nt to successfull' add t#easu#' account details in the s'stem(

Page 191 of 633

10.( Modif"in! Tre&sur" Account )et&ils

We successfull' #eco#ded t#easu#' account details(While #eco#ding these details 'ou ma' #eco#d inco##ect details o# some info#mation ma' ha+e changed(



While #eco#ding these details ou ma #eco#d inco##ect details o# some info#mation ma ha+e changed(/o u"date these changes 'ou must modif' the #eco#d c#eated ea#lie#(


Pre conditions /o modif' t#easu#' accounts 'ou ha+e c#eated the t#easu#' account(

Post conditions

If 'ou t#' the modif' o"tion when 'ou ha+e not c#eated a t#easu#' account the s'stem will #es"ond with themessage L;o PA% %ccount e!ists fo# modification(M

Addition&l Infor#&tionEou can modif' the t#easu#' account num e# field and ma" add new schemes unde# that s"ecific t#easu#' accountnum e#(Eou can unma" onl' those schemes f#om the PA% %ccount ;o fo# which no t#ansaction such as o"ening alanceissued cheCue oo o# +ouche#s has een #eco#ded(% t#easu#' account would e +isi le to onl' those schemes with which it is ma""ed while #eco#ding thet#ansaction(

,lic 7eDt to +iew a demonst#ation on modif'ing t#easu#' account details(

Page 192 of 633

10.+ Modif"in! Tre&sur" Account )et&ils – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 lic Tre&sur" Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te 2 ,lic Tre&sur Account to +iew the tas s that ou can e#fo#m unde# this o tion(&te" 3 ,lic Modif" to modif' t#easu#' account details in the s'stem(

/he Modif" Person&l )e*osit Account )et&ils %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to sea#cht#easu#' account details to modif'(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 /o sea#ch the account fo# modification clic the Select Person&l )e*osit Account d#o" down list( /he s'stem

dis"la's a list of t#easu#ies accounts unde# which accounts ha+e een c#eated fo# 'ou# accounting entit'(&te" 5 &elect the t#easu#' account num e# co##es"onding to which 'ou want to modif' t#easu#' account details( In this

e!am"le we will choose 123$(+8 – TFIRT 7 %' A''O 7T (;ote that if t#ansactions such as o"ening alance issued cheCue oo o# +ouche#s ha+e een #eco#ded against the accountnum e# then while selecting that account num e# fo# modification the &'stem will dis"la' an ale#t M Eou ha+e al#ead'

oo ed the t#ansaction unde# this t#easu#' account( ,hanging account details a#e not ad+isa le( Ao 'ou want to continueRM

If 'ou choose >H the &'stem will dis"la' the selected account num e# with the e!isting details ut t e sc e#e n&#esunder w ic tr&ns&ctions &ve been recorded would be dis&bled for selection. ou c&n #&*5&dd new sc e#esto t is &ccount or c &n!e t e &ccount nu#ber if wron!l" entered.> se#+e the Modif" Person&l )e*osit Account )et&ils "age( If an' scheme is ma# ed with dou le aste#is s L M it isdisa led fo# un chec ing( Aou le aste#is s ma# indicates that t#ansactions such as >"ening @alance issuing cheCue oo o#.ouche#s ac#oss the financial 'ea# ha+e een #eco#ded fo# that account num e#( % #eco#d is a+aila le fo# chec ing o#unchec ing onl' if t#ansactions ha+e not een #eco#ded fo# that account num e#( )o# mo#e info#mation #efe# to module&"ecif'ing >"ening @alance( &elect the chec o!es ne!t to the schemes whose funds a#e #eco#ded in the selected t#easu#' account( /he s'stem allowsma""ing of multi"le schemes with a single t#easu#' account( &te" 6 In this e!am"le as "a#t of modification we will ma" an additional scheme to this t#easu#' account(&elect the &tate s"onso#ed scheme STAT %I7A7' 'OMMISSIO7 – S%' ;ote: /he t#easu#' account num e# has also changed( /he#efo#e 'ou need to u"date this info#mation in the s'stem(

&te" 7 In the Tre&sur"5Person&l )e*osit Account 7o field t'"e in the changed t#easu#' account num e#( In thise!am"le we will #e"lace the e!isting num e# to 123$(+12 (

&te" 8 ,lic *d&te to sa+e all the modified in"uts(;>/ : % dialog o! containing a success message is dis"la'ed(

Page 193 of 633



10.8 Biewin! Tre&sur" Account )et&ils

We c#eated and modified t#easu#' account details ea#lie#(;ow let us +iew these t#easu#' account #eco#ds c#eated in the ma""ed t#easu#ies(



;ow let us iew these t#easu# account #eco#ds c#eated in the ma ed t#easu#ies( ,lic 7eDt to +iew a demonst#ation on +iewing t#easu#' account details(

Page 195 of 633

10.; Biewin! Tre&sur" Account )et&ils )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 lic Tre&sur" Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te 2 ,lic Tre&sur Account to +iew the tas s that ou can e#fo#m unde# this o tion(&te" 3 ,lic Biew to +iew t#easu#' account info#mation s"ecified fo# the Jilla Pancha'at(

;ote > se#+e the Biew Person&l )e*osit Account9s: )et&ils "age( /his "age dis"la's all t#easu#' accounts details#eco#ded fo# 'ou# accounting entit'( It also dis"la's all data 'ou modified ea#lie#( ;ote that this "age dis"la's the latest datafo# the t#easu#' accounts #eco#ded ea#lie#( Eou can "#int all these details ' using the Print icon "#o+ided on this "age(

&te" 4 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e now lea#nt to successfull' +iew t#easu#' account details in the s'stem(

Page 196 of 633

10.> )eletin! Tre&sur" Account )et&ils

We #eco#ded and modified t#easu#' account details ea#lie#(&ome of these accounts ma' tu#n o solete(In such cases 'ou must delete #eco#ds of such accounts(



(


Pre conditions /o delete a t#easu#' account the t#easu#' account must ha+e een c#eated ea#lie#(Eou cannot delete t#easu#' accounts if t#ansactions such as >"ening @alance issued cheCue @oo o# +ouche#s a#e#eco#ded unde# those accounts(

Post conditions Aeleted t#easu#' accounts will not e a+aila le fo# #eco#ding t#ansactions(

Addition&l Infor#&tionEou can select multi"le t#easu#' accounts fo# deletion(

Alerts If 'ou t#' the Aelete o"tion without ha+ing c#eated o# selected a t#easu#' account the s'stem will #es"ond with themessage L;o PA% %ccount e!ists fo# deletion(M

,lic 7eDt to +iew a demonst#ation on deleting t#easu#' account details(

Page 197 of 633



10.10 )eletin! Tre&sur" Account )et&ils – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Tre&sur" Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic )elete to delete t#easu#' account details f#om the s'stem(

> se#+e the t#easu#' account #eco#ds on the )elete Person&l )e*osit Account 7o9s: )o#m( If an' #eco#d is ma# ed withdou le aste#is s L M it is disa led fo# deletion( Aou le %ste#is s ma# indicates that t#ansactions such as >"ening @alanceissued cheCue oo s o# .ouche#s ac#oss a financial 'ea# ha+e een #eco#ded fo# that account num e#( % #eco#d is a+aila lefo# deletion onl' if t#ansactions ha+e not een #eco#ded fo# that account num e#(

&te" 4 &elect the chec o!es ne!t to the t#easu#' account s #eco#ds which 'ou want to delete( /he s'stem allows deletionof multi"le accounts( In this e!am"le we will select the account co##es"onding to the Tre&sur" Account 7&#e /P=.

&te" 5 ,lic )elete to #emo+e the t#easu#' account f#om the s'stem(7ote : % confi#mation message is dis"la'ed(

&te" 6 >n this message o! clic es.7ote : % success message is dis"la'ed(

&te" 7 >n this message o! clic O,.&te" 8 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' delete t#easu#' account details in the s'stem(

Page 198 of 633

10.11 Module Su##&r"

We ha+e now #eached the end of this module on $anaging /#easu#' %ccounts( In this module we lea#nt to add modif' +iewand delete t#easu#' accounts(



Page 199 of 633

11.0 Module M&n&!in! Post Office Accounts


Welcome to the module on $anaging Post >ffice %ccounts(



In this module we will lea#n to add modif' +iew and delete "ost office accounts details of Jilla Pancha'at(


Page 200 of 633

11.2 Overview

%s an accounts office# 'ou a#e #eCui#ed to monito# funds in the +a#ious "ost office accounts held ' an accounting entit' in"ost offices(/o effecti+el' monito# funds 'ou must maintain and constantl' u"date all financial account s"ecific info#mation such as



which "ost office account is functional and which accounts ha+e gone o solete(

P-I%&oft allows 'ou to ee" t#ac of all account s"ecific info#mation co##es"onding to the "ost office accounts held ' as"ecific accounting entit'(/his also hel"s in maintaining consistenc' of account fund s"ecific info#mation ac#oss all accounting entities(

Page 201 of 633

11.3 Addin! Post Office Account )et&ils

We #eco#ded "ost office details and ma""ed them to schemes( /o +iew asic info#mation a out managing "ost office detailson P-I%&oft 'ou can #efe# to the module h'"e#lin Aefining @an /#easu#' Post >ffice(Post >ffices function as #e"osito#ies of funds( If an accounting entit' wants to sto#e funds in a "ost office it must fi#st c#eate



a "ost office account(

>nce this "ost office account is c#eated 'ou must #eco#d all details a out this account on P-I%&oft( ;ow let us lea#n how to#eco#d "ost office account details co##es"onding to "ost offices s"ecific to 'ou# accounting entit'(


Pre 'onditions /he#e should e "ost offices c#eated fo# 'ou# accounting entit'(

Post 'onditions% "ost office account once c#eated is a+aila le fo# modification and deletion(% "ost office account once c#eated is also a+aila le fo# acti+ities such as #eco#ding o"ening alance issuingcheCue oo s ma ing "a'ments and so on(

Addition&l Infor#&tionPost >ffice %ccount is uniCue within a "ost office( /he#efo#e if 'ou t#' to c#eate an account num e# in a s"ecific"ost office and this account num e# is al#ead' #egiste#ed fo# anothe# "ost office the s'stem would still acce"tthis ent#'(

ach accounting entit' defines its own Post >ffice details whe#e the' a#e managing thei# accounts(If 'ou t#' to #eco#d "ost office account info#mation that al#ead' e!ists in the selected "ost office the s'stemdis"la's an ale#t LPost >ffice %ccountOOaccount num e# al#ead' e!ists(M

,lic 7eDt to +iew a demonst#ation on adding "ost office account details(

Page 202 of 633

11.$ Addin! Post Office Account )et&ils )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged into P-I%&oft as a Jilla Pancha'at %dminist#ato#(&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(



&te" 2 ,lic Post Office Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Add to #eco#d new "ost office account details into the s'stem(;ote: Post >ffice accounts a#e c#eated to sto#e the funds that flow into the P-Is f#om +a#ious schemes( /hese "ost officeaccounts ma' cate# to the funds accumulated f#om one o# multi"le schemes(/he 're&te Post Office Account )et&ils fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add the details ofa "ost office account(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 In the Post Office 7&#e field clic4 on t e d#o" down list to +iew the lists of "ost offices( /he list dis"la's onl'

those "ost offices which a#e c#eated fo# 'ou# accounting entit'(&te" 5 &elect the "ost office in which the Pancha'at wants to c#eate a new account( In this e!am"le we will choose

Anu!ul )istrict Post Office (

&te" 6 In the Account 7o field t'"e in an al"hanume#ic "ost office account num e#( In this e!am"le we will t'"e20113$(2.;ote: % Post >ffice %ccount ma' hold the funds of a single scheme o# multi"le schemes(/hese schemes ma' e the Pancha'at s >wn -esou#ces ,ent#al &cheme and &tate &cheme( /he list dis"la's onl' theschemes:

Which ha+e een ma""ed to this accounting entit'( )o# mo#e info#mation #efe# to module $a""ing &cheme Aetails()o# which the > ect =eads ha+e een c#eated at the #ecei"t head side so that funds could e #ecei+ed unde# thoseheads( )o# mo#e info#mation #efe# to the module ,#eate > ect =ead unde# the scheme(>wn -esou#ce which would e shown ' default

7oteG )#om this dis"la'ed list of schemes 'ou can select the #ele+ant schemes which 'ou want to ma" to 'ou# "ost officeaccount( Eou can ma" single multi"le schemes to a single "ost office account(

&te" 7 In this e!am"le the mentioned accounting entit' maintains "ost office accounts fo# the M 7&tion&l Rur&l#*lo"#ent u&r&ntee Act M 7R A scheme( /he#efo#e we will select M 7&tion&l Rur&l #*lo"#ent u&r&ntee

Act M 7R A. ;ote that Post >ffice accounts a#e c#eated scheme wise( % scheme can ha+e multi"le com"onents( )o# instance in the caseof M 7&tion&l Rur&l #*lo"#ent u&r&ntee Act M 7R A the scheme is ha+ing si! com"onents( /hese a#e:

Page 203 of 633

Ad#inistr&tive D*enses'ontin!enc"=&bour Se#i S4illed=&bour S4illed=&bour ns4illed and



M&teri&l

Post Office &ccount is cre&ted &t t e sc e#e level. =owe+e# when 'ou s"ecif' the o"ening alance 'ou need to s"ecif'com"onent wise the amount a+aila le in the Post >ffice %ccount( &imila#l' while oo ing the #ecei"t "a'ment ent#' 'ou a#e#eCui#ed to s"ecif' the com"onent unde# which mone' is #ecei+ed o# "a'ment is done(;ote that a P-I ma' #ecei+e funds f#om se+e#al sou#ces such as >wn -esou#ces ,ent#al o# &tate schemes ut ma' ha+e asingle "ost office account to manage all these funds( /his could e done ' ma""ing multi"le schemes to a single "ost officeaccount(;ote: /he 're&te Post Office Account "age dis"la's th#ee uttons S&ve 'le&r and 'lose ( ,lic ing &a+e allows 'ou tosa+e all the details ente#ed( ,lic ing 'le&r would e#ase all the details "#e+iousl' ente#ed( If 'ou clic 'le&r the s'stemdis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es in thismessage o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o in the message o! the s'stem would #etain alldata ente#ed ea#lie#( >n the 're&te Post Office Account "age if 'ou clic 'lose the s'stem dis"la's a message L )&t&entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es in this message o! all dataente#ed ea#lie# would e e#ased and the "age would ust close and if 'ou clic 7o in the message o! the s'stem would#etain all data ente#ed ea#lie#(

&te" 8 ;ow clic S&ve to #eco#d all in"uts(;>/ : % message o! containing a success message is dis"la'ed(

&te" 9 >n this message o! clic O,.&te" 10 >n the 're&te Post Office Account "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' add "ost office account details in the s'stem(

Page 204 of 633

11.( Modif"in! Post Office Account )et&ils

We #eco#ded "ost office account details ea#lie#(

While #eco#ding these details 'ou ma' #eco#d inco##ect details o# some info#mation ma' ha+e changed(



/o u"date these changes 'ou must modif' the #eco#d c#eated ea#lie#(Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(

Pre conditions/o modif' "ost office accounts 'ou must ha+e c#eated the "ost office account(

Addition&l Infor#&tionEou can modif' the "ost office account num e# field and ma" add new schemes unde# that s"ecific "ost officeaccount num e#(

Eou can unma" onl' those schemes f#om the Post >ffice %ccount ;o fo# which no t#ansactions such as o"eningalance issued cheCue oo o# +ouche#s ha+e een #eco#ded(

% Post >ffice account would e +isi le to onl' those schemes with which it is ma""ed while #eco#ding the t#ansaction(

AlertsIf 'ou t#' the modif' o"tion when 'ou ha+e not c#eated a "ost office account the s'stem will #es"ond with themessage L;o Post >ffice %ccount e!ists fo# modification(M

,lic 7eDt to +iew a demonst#ation on modif'ing "ost office account details(

Page 205 of 633

11.+ Modif"in! Post Office Account )et&ils – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole andthat "ost offices a#e ma""ed to 'ou# accounting entit'(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&t " 2 li P t Offi A t t +i th t th t ' " #f # d # thi "ti (



&te" 2 ,lic Post Office Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Modif" to modif' "ost office account details into the s'stem(/he Modif" Post Office Account )et&ils %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to sea#ch the "ostoffice account details to modif'(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 /o sea#ch the account fo# modification clic the Post Office 7&#e d#o" down list( /he s'stem dis"la's a list of

"ost offices accounts unde# which accounts ha+e een c#eated fo# 'ou# accounting entit'(&te" 5 &elect the "ost office account num e# co##es"onding to which 'ou want to modif' "ost office account details( In this

e!am"le we will choose Anu!ul )istrict Post Office (;ote that if the t#ansactions such as o"ening alance issued cheCue oo o# +ouche#s ha+e een #eco#ded against theaccount num e# then while selecting that account num e# fo# modification the &'stem will dis"la' an ale#t M Eou ha+eal#ead' oo ed the t#ansaction unde# this "ost office account( ,hanging account details a#e not ad+isa le( Ao 'ou want tocontinueRM If 'ou choose >H the &'stem will dis"la' the selected account num e# with the e!isting details ut t e sc e#e n&#esunder w ic tr&ns&ctions &ve been recorded would be dis&bled for selection. ou c&n #&*5&dd new sc e#eto t is &ccount c &n!e t e &ccount nu#ber if wron!l" entered.> se#+e the Modif" Post Office Account "age( If an' scheme is ma# ed with dou le aste#is s L M it is disa led fo# unchec ( Aou le %ste#is s ma# indicates that t#ansactions li e >"ening @alance issuing cheCue oo o# .ouche#s ac#ossfinancial 'ea# ha+e een #eco#ded fo# that account num e#( % #eco#d is a+aila le fo# chec unchec onl' if t#ansactions ha+enot een #eco#ded fo# that account num e#(

&te" 6 &elect the chec o!es ne!t to the schemes whose funds a#e #eco#ded in the selected "ost office account( /hes'stem allows ma""ing of multi"le schemes with a single "ost office account(

&te" 7 In this e!am"le as "a#t of modification In the Post Office Account 7o. field #e"lace the dis"la'ed num e# with208881$2(3 (

&te" 8 &imila#l' we will ma" an additional scheme to this "ost office account( &elect the &tate s"onso#ed scheme STAT%I7A7' 'OMMISSIO7 – S%'

&te" 9 ,lic *d&te to #eco#d the modification .

Page 206 of 633

&te" 10 % success message is dis"la'ed( ,lic O, to close the message o!(&te" 11 ,lic 'lose to #etu#n to the PRIASoft home "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' modif' "ost office account details in the s'stem(



Page 207 of 633

11.8 Biewin! Post Office Account )et&ils

We c#eated and modified "ost office account details ea#lie#(;ow let us +iew these "ost office account #eco#ds c#eated in the "ost offices( ,lic 7eDt to +iew a demonst#ation on +iewing "ost office account details(



Page 208 of 633

11.; Biewin! Post Office Account )et&ils )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole andthat "ost offices a#e ma""ed to 'ou# accounting entit'(

&te" 1 >n the P-I%&oft home "age clic M&ster ntr" to e!"and the o"tion(&te" 2 lic Post Office Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te 2 ,lic Post Office Account to +iew the tas s that ou can e#fo#m unde# this o tion(

&te" 3 ,lic Biew to +iew "ost office account details s"ecified fo# the Jilla Pancha'at(;ote G >n the Biew Post Office Account9s: )et&ils "age co##es"onding to 'ou# s"ecific accounting entit' o se#+e the "ostoffice account details 'ou c#eated modified fo# 'ou# accounting entit'( Please note that this "age dis"la's all the latest datafo# the "ost office accounts( Eou can "#int these details ' clic ing on the Print icon(

&te" 4 ,lic 'lose to #etu#n to the PRIASoft home "age(,ong#atulations( Eou ha+e now lea#nt to successfull' +iew "ost office account details(

Page 209 of 633

11.> )eletin! Post Office Account )et&ils

We #eco#ded and modified "ost office account details ea#lie#(&ome of these accounts ma' tu#n o solete(In such cases 'ou must delete #eco#ds of such accounts(




Pre conditions/o delete "ost office accounts 'ou must ensu#e that 'ou ha+e c#eated at least one "ost office account(

Addition&l Infor#&tionEou can select multi"le "ost office accounts fo# deletion(Eou cannot delete "ost office accounts if t#ansactions such as >"ening @alance issued cheCue @oo o# +ouche#s a#e#eco#ded unde# those accounts(Aeleted "ost office accounts will not e a+aila le fo# #eco#ding t#ansactions(

AlertsIf 'ou t#' the Aelete o"tion when 'ou ha+e not c#eated a "ost office account fo# 'ou# accounting entit' the s'stemwill #es"ond with the message L;o Post >ffice %ccount e!ists fo# modification(M If 'ou t#' the Aelete o"tion when 'ou ha+e not selected a "ost office account the s'stem will #es"ond with themessage LPlease select at least one "ost office account fo# deletion(M

,lic 7eDt to +iew a demonst#ation on deleting "ost office account details

Page 210 of 633

11.10 )eletin! Post Office Account )et&ils – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Post Office Account to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 lic )elete to delete "ost office account details f#om the s'stem(



&te 3 ,lic )elete to delete ost office account details f#om the s stem(

> se#+e the "ost office account #eco#ds on the )elete Post Office Account 7o9s: )o#m( If an' #eco#d is ma# ed withdou le aste#is s L M it is disa led fo# deletion( Aou le aste#is s ma# indicates that t#ansactions such as >"ening @alanceissued cheCue oo s o# .ouche#s ac#oss financial 'ea# ha+e een #eco#ded fo# that account num e#( % #eco#d is a+aila le fo#deletion onl' if t#ansactions ha+e not een #eco#ded fo# that account num e#(

&te" 4 ,lic the Post Office d#o" down list to +iew all the "ost offices unde# which "ost office accounts e!ists fo# theassigned entit'(

&te" 5 )#om this list select a "ost office name( In this e!am"le we will select Anu!ul )istrict Post Office.&te" 6 &elect the chec o!es ne!t to the "ost office account s #eco#ds which 'ou want to delete( /he s'stem allows

deletion of multi"le accounts( In this e!am"le we will select the account co##es"onding to the account num e# 23$$(+8.&te" 7 ,lic )elete to #emo+e the #es"ecti+e "ost office account f#om the s'stem(&te" 8 % success message is dis"la'ed( >n this message o! clic O,.&te" 9 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' delete "ost office account details in the s'stem(

Page 211 of 633


We ha+e now #eached the end of this module on $anaging Post >ffice %ccounts( In this module we lea#nt to add modif'+iew and delete "ost office accounts(



Page 212 of 633

12.0 Module )efinin! ' eNue /oo4 )et&ils




j

Welcome to the module on Aefining ,heCue @oo Aetails(

In this module we will lea#n to manage cheCue oo details of Jilla Pancha'at(

P-I%&oft facilitates 'ou to define cheCue oo details issued f#om @an s /#easu#ies and Post >ffices(

Page 213 of 633

12.2 Overview



%s a P-I official 'ou# #es"onsi ilit' also in+ol+es ensu#ing that all ,heCue @oo details a#e constantl' u"dated in the s'stemto ensu#e smooth mo+ement of funds(

Page 214 of 633

12.3 Addin! ' eNue /oo4 )et&ils



/o facilitate effecti+e cash t#ansactions P-I%&oft allows 'ou to #eco#d the details of the cheCue oo issued fo# 'ou# accountin the s'stem(


)o9s:,#eate @an s(,#eate @an @#anches($a" @#anches(,#eate @an %ccounts(

Pre conditions/o #eco#d an ,heCue @oo details 'ou need to ma e su#e 'ou ha+e a an account c#eated fo# 'ou# JillaPancha'at(

Post conditions% ,heCue @oo once c#eated is a+aila le fo# modification and deletion(% ,heCue @oo once defined and f#ee*ed would e a+aila le fo# issuing cheCues(

Addition&l Infor#&tionEou can define ,heCue @oo details issued ' t#easu#ies o# "ost offices ' choosing the %ccount t'"es as /#easu#' o#Post >ffice(In o#de# to issue t#easu#' ,heCue @oo s 'ou need to ma e su#e 'ou ha+e ma""ed t#easu#ies to 'ou# Jilla Pancha'at

#efe# to the $a" /#easu#' module h'"e#lin $a" /#easu#' ( %lso a t#easu#' account must ha+e een c#eated unde#it(In o#de# to issue "ost office ,heCue @oo s 'ou need to ma e su#e 'ou ha+e a "ost office account c#eated fo# 'ou#Jilla "ancha'at(

,lic 7eDt to +iew a demonst#ation on adding ,heCue @oo details(

Page 215 of 633

12.$ Addin! ' eNue /oo4 )et&ils )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic ' eNue /oo4s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to #eco#d new ,heCue @oo details onto the s'stem(



@ (

/he Add ' eNue /oo4 )et&ils "age is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add ,heCue @oo detailsissued ' financial o#gani*ations such as an s "ost offices and t#easu#ies(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /hese a#e mandato#' to s"ecif'( /he S&ve o"tion will edisa led until all the mandato#' details a#e s"ecified on the Add ' eNue /oo4 )et&ils "age(

&te" 4 Eou can choose to #eco#d the ,heCue @oo details issued ' an s t#easu#' o#gani*ations o# "ost offices( In thise!am"le we will add ,heCue @oo details issued ' an ( &elect /&n4 fro# t e r&dio button to indicate that we a#e goingto #eco#d the ,heCue @oo details issued ' a an (Addition&l Infor#&tion : If 'ou t#' the @an o"tion when 'ou ha+e not c#eated a an account the s'stem will #es"ondwith the message L;o @an %ccount e!ists fo# issuing ,heCue @oo (M

&te" 5 ,lic the Select /&n4 7&#e d#o" down list to +iew a list of an s( /his menu lists all an names unde# whichaccounts ha+e een c#eated fo# 'ou# accounting entit'(If the "ancha'at has onl' one o"e#ating an then it will e dis"la'ed ' default(

&te" 6 &elect the an fo# which 'ou a#e adding a ,heCue @oo ( In this e!am"le we will select /&n4 Of Indi&.7ote 1G >nce the #ele+ant an is selected f#om the Select /&n4 7&#e d#o" down clic the Select t e /&n4 /r&ncd#o" down list to +iew a list of an #anch add#esses in which 'ou# accounting entit' maintains accounts( /hese a#e the

#anches of @an of India ma""ed ' 'ou(7ote 2G If the "ancha'at has onl' one o"e#ating #anch then it will e dis"la'ed ' default(

&te" 7 ,lic the Account 7o d#o" down list to +iew a list of account num e#s #egiste#ed with the mentioned an #anch(7oteG If the "ancha'at has onl' one o"e#ating account num e# then it will e dis"la'ed ' default(

&te" 8 &elect the account num e# fo# which the ,heCue @oo was issued( In this e!am"le we will select 1000>1 (&te" 9 In the )&te of Issue of ' eNue /oo4 field ente# the date on which the ,heCue @oo was issued( ;ote that this

date should e in the dd5##5"""" fo#mat( In this e!am"le we will ente# 1050$52010.Eou can also choose to ente# this date ' using the calenda# icon "#o+ided(

&te" 10 In the Tot&l ' eNue =e&fs field ente# the num e# of cheCue leafs issued( In this e!am"le we will ente# 20 (&te" 11 In the ' eNue /oo4 St&rtin! =e&f 7o field ente# the si! digit cheCue num e# of the fi#st cheCue leaf of the

,heCue @oo ( >nce this is ente#ed the last cheCue leaf s num e# gets auto "o"ulated in the ' eNue /oo4 ndin! =e&f7o. In this e!am"le in the ' eNue /oo4 St&rtin! =e&f 7o field we will ente# 1000$0 and the co##es"onding endingnum e# gets auto "o"ulated(

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;ote: /he num e# of cha#acte#s in the cheCue leaf si! o# se+en cha#acte#s would e s"ecified while defining the @an (Eou can clic S&ve to sa+e the details ente#ed these details can e edited in futu#e using the Modif" ' eNue /oo4 )et&ilso"tion(Eou can clic %ree6e to sa+e the details ente#ed and #ende# the fo#m una+aila le fo# fu#the# u"dation( If 'ou need to issuethe cheCue lea+es f#om this ,heCue @oo fo# financial t#ansactions 'ou must clic %ree6e.

&te" 12 ,lic S&ve.



&te" 13 % success message stating that the ,heCue @oo details a#e sa+ed is dis"la'ed( ,lic O, to close the messageo!(&te" 14 ,lic 'lose to close the Add ' eNue /oo4 )et&ils "age(&te" 15 % message o! stating that the ente#ed details will not e sa+ed is dis"la'ed( ,lic es to close the message o!

and #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e now lea#nt to successfull' add ,heCue @oo details in the s'stem(

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12.( Modif"in! ' eNue /oo4 )et&ils

%t times while ente#ing some ,heCue @oo details in the a""lication 'ou ma' ente# inco##ect info#mation( /he info#mationneeds to e modified to eliminate the "ossi ilit' of e##o#s in the futu#e t#ansaction(





>nl' the sa+ed ,heCue @oo details a#e a+aila le fo# modification(/o modif' the status of a f#ee*ed ,heCue @oo 'ou a#e #eCui#ed to unf#ee*e the ,heCue @oo details(/he f#ee*ed ,heCue @oo s can e unf#o*en onl' if no cheCue has een issued fo# "a'ments ac#oss the financial 'ea#(;ote that onl' the administ#ato# is allowed to unf#ee*e the f#ee*ed ,heCue @oo details(/he f#ee*ed ,heCue @oo s th#ough which cheCues ha+e een issued ac#oss the financial 'ea# would e shown as#ead onl' and the ,heCue @oo will not e a+aila le fo# modification(

,lic 7eDt to +iew a demonst#ation on modif'ing ,heCue @oo details(

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12.8 M&r4in! & ' eNue /oo4 &s =ost

In case 'ou lose a ,heCue @oo 'ou need to indicate so ' u"dating the status of the ,heCue @oo in the P-I%&ofta""lication




Pre conditions/o ma# a ,heCue @oo as lost 'ou need to add the ,heCue @oo to the data ase(

Addition&l Infor#&tion>nl' a sa+ed ,heCue @oo is a+aila le fo# ma# ing as lost(/o modif' the status of a f#ee*ed ,heCue @oo 'ou a#e #eCui#ed to unf#ee*e the ,heCue @oo details(/he f#ee*ed ,heCue @oo s can e unf#ee*e onl' if no cheCue has een issued fo# "a'ments ac#oss the financial 'ea#(;ote that onl' the administ#ato# is allowed to unf#ee*e the ,heCue @oo details(

,lic 7eDt to +iew a demonst#ation on ma# ing a ,heCue @oo as lost(

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12.; M&r4in! & ' eNue /oo4 &s =ost – )e#onstr&tion

&te" 1 ;ote If a ,heCue @oo issued ' a an gets lost P-I%&oft allows 'ou to #eco#d this info#mation(/o do this ensu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(

&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic ' eNue /oo4s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te" 3 ,lic Modif" to modif' ,heCue @oo details ente#ed into the s'stem(/he Modif" ' eNue /oo4 )et&ils "age is dis"la'ed( /his "age allows 'ou to modif' all details #ele+ant to ,heCue @oo sissued ' all financial o#gani*ations(

&te" 4 Eou can choose to modif' the ,heCue @oo details issued ' an s t#easu#' o#gani*ations o# "ost offices( In thise!am"le we will select /&n4 to indicate that we a#e going to modif' the ,heCue @oo details issued ' a an (

&te" 5 ,lic the Select /&n4 7&#e d#o" down list to +iew a list of an s( /his menu lists all an names that ha+e een#eco#ded to s"ecific Pancha'ats(

&te" 6 &elect the an fo# whose account 'ou a#e ma# ing the ,heCue @oo as lost( In this e!am"le we will select /&n4of Indi&.

&te" 7 ,lic the Account 7o d#o" down list to +iew a list of account num e#s #egiste#ed with the mentioned an #anch(&te" 8 &elect the account num e# fo# which the ,heCue @oo was issued( In this e!am"le we will select 1000>1 (&te" 9 % list of all ,heCue @oo s ente#ed fo# the account num e# is dis"la'ed( &elect the ,heCue @oo that 'ou want to

ma# as lost( In this e!am"le we will select the ,heCue @oo issued on 1050$52010.If 'ou# ,heCue @oo has een lost and 'ou wish to ma# the ,heCue @oo as lost clic M&r4 &s =ost to change the statusof the lost ,heCue @oo (

&te" 10 ,lic M&r4 &s =ost (Alerts : >nce 'ou clic on the M&r4 &s =ost utton the &'stem #es"onds with a message L/he ?ost ,heCue @oo would nolonge# e a+aila le fo# issuance of cheCues( %#e 'ou su#e that 'ou# ,heCue @oo has een lostM(If 'ou clic the *d&te utton then the selected ,heCue @oo will e ma# ed as lost( In this e!am"le we a#e not selectingthis o"tion(7oteG % lost ,heCue @oo can also e made a+aila le once it is found( >n the Modif" ' eNue /oo4 )et&ils "age afte#selecting the #ele+ant account num e# and the ,heCue @oo that was ma# ed lost unde# that account num e# 'ou can clicM&r4 &s Av&il&ble and clic O, in the success message o! dis"la'ed afte# that(If the modified ,heCue @oo details a#e sa+ed ' choosing the L *d&te M utton the ,heCue @oo details would e a+aila lefo# fu#the# modifications( =owe+e# those u"dated ,heCue @oo s will not e a+aila le fo# issuing cheCues( %+aila le ,heCue@oo s can then e f#o*en ' clic ing %ree6e. )#o*en ,heCue @oo s a#e a+aila le fo# issuing cheCues fo# "a'ments andcannot e fu#the# modified until the' a#e unf#ee*ed( /o unf#ee*e a ,heCue @oo select it on the Modif" ' eNue /oo4 )et&ils "age and clic nfree6e.

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%t an' "oint of time the ,heCue @oo can eithe# e lost o# can e found( @oth situations a#e not "ossi le simultaneousl'(&te" 11 % success message stating that the ,heCue @oo details a#e sa+ed is dis"la'ed( ,lic O, to close the messageo!(&te" 12 ,lic 'lose to close the Modif" ' eNue /oo4 )et&ils "age(&te" 13 In the wa#ning message o! clic es to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' ma# a ,heCue @oo as lost in the s'stem(



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12.> Biewin! & ' eNue /oo4 ' ec4 =ist

If 'ou want to +iew o# t#ac the status of a cheCue o# ,heCue @oo al#ead' issued fo# 'ou# "ancha'at use the ,heCue @oo ' ec4 =ist o"tion(




Pre conditionsIn o#de# to +iew the status of a cheCue 'ou need to add the ,heCue @oo to the data ase(

,lic 7eDt to +iew a demonst#ation on +iewing a ,heCue @oo chec list fo# the Jilla Pancha'at(

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12.10 Biewin! & ' eNue /oo4 ' ec4 =ist )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic ' eNue /oo4s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic ' eNue /oo4 ' ec4 =ist to +iew a ,heCue @oo chec list s"ecified fo# the Jilla Pancha'at(

/h ' N / 4 ' 4 i t " g i di "l ' d( /hi " g ll ' t +i th t t f h C @ (



/he ' eNue /oo4 ' ec4 =ist "age is dis"la'ed( /his "age allows 'ou to +iew the status of ,heCue @oo s(&te" 4 Eou can choose to +iew the ,heCue @oo details issued ' an s t#easu#' o#gani*ations o# "ost offices( In this

e!am"le we will select /&n4 to indicate that we a#e going to +iew the ,heCue @oo details issued ' a an (&te" 5 ,lic the /&n4 7&#e d#o" down list to +iew a list of an s( /his menu lists all an names unde# which accounts

ha+e een c#eated fo# 'ou# accounting entit'(&te" 6 &elect the an whose ,heCue @oo 'ou want to modif'( In this e!am"le we will select /&n4 of Indi&.

7oteG If the "ancha'at has onl' one o"e#ating an then it will automaticall' e shown(&te" 7 >nce the #ele+ant an is selected f#om the Select /&n4 7&#e d#o" down clic the /&n4 /r&nc Address d#o"

down list to +iew a list of #anch add#esses unde# which accounts ha+e een c#eated fo# 'ou# accounting entit'( /hese a#ethe #anches of @an of India ma""ed ' 'ou(7oteG If the "ancha'at has onl' one o"e#ating #anch then it will dis"la' e default(

&te" 8 ,lic the Account 7o d#o" down list to +iew a list of account num e#s #egiste#ed with the mentioned an #anch(7oteG If the "ancha'at has onl' one o"e#ating account num e# then it will automaticall' e shown( If the selected account num e# does not ha+e an' ,heCue @oo issued f#om it the &'stem #es"onds with an ale#t L;o,heCue @oo e!ists fo# the selected account(M

&te" 9 &elect the account num e# fo# which the ,heCue @oo was issued( In this e!am"le we will select 1000>1 (&te" 10 ,lic Biew to +iew the ,heCue @oo status whethe# it s f#o*en and #ead' fo# issue(

7oteG If an' "a#ticula# cheCue leaf is ma# ed as lost the status of that cheCue leaf is also dis"la'ed in this chec list alongwith othe# cheCue leaf statuses(/he status of the cheCue leaf could e:

= fo# ?ost ,heCues .A fo# %+aila le ,heCues .Q fo# ,ancelled ,heCues .I fo# Issued ,heCuesR fo# -eali*ed cheCues

;ote that this "age dis"la's the latest data fo# the ,heCue @oo details(&te" 11 ,lic 'lose to close the ' eNue /oo4 ' ec4 =ist "age(&te" 12 In the wa#ning message o! clic es to #etu#n to the menu "age(

Page 224 of 633

,ong#atulations( Eou ha+e now lea#nt to +iew ,heCue @oo chec list in the s'stem(



Page 225 of 633

12.11 Modif"in! ' eNue /oo4 =e&f St&tus

If a "a#ticula# cheCue leaf is lost o# cancelled 'ou need to u"date its status in the P-I%&oft a""lication and s"ecif' the#eason fo# its loss o# cancellation(




Pre conditions&a+ed ,heCue @oo details a#e not a+aila le fo# modif'ing the status of the cheCue leafs(>nl' the cheCue leafs of f#ee*ed ,heCue @oo s a#e a+aila le fo# modification( In this case onl' the status of a+aila lecheCue leafs can e changed(/o modif' the status of an a+aila le cheCue leaf of a f#ee*ed ,heCue @oo 'ou would e #eCui#ed to unf#ee*e that,heCue @oo leaf num e#(;ote that onl' the administ#ato# can unf#ee*e the cheCue leaf num e#(

Addition&l Infor#&tion%n' issued and cancelled cheCue leafs a#e not a+aila le fo# changing status such as lost cancelled o# a+aila le(>nl' a+aila le cheCues a#e a+aila le fo# changing the status(

%ll cancelled cheCues a#e to e ma# ed as cancelled fo#e+e#(/he status of the L?ostM cheCue can e changed to La+aila leM(

Post conditions/he ,ancelled o# ?ost cheCue leaf num e#s should not e dis"la'ed fo# issuance while doing "a'ments(/he modified cheCue leaf status would e a+aila le fo# issuing onl' afte# f#ee*ing the modified ,heCue @oo cheCueleaf status(/he status of the unf#ee*ed cheCue leaf num e# would e changed in the .iew ,heCue @oo details o"tion as L&a+edMand that cheCue leaf num e# would not e a+aila le fo# issuance(

,lic 7eDt to +iew a demonst#ation on modif'ing the status of a cheCue leaf(

Page 226 of 633

12.12 Modif"in! ' eNue /oo4 =e&f St&tus )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic ' eNue /oo4s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Modif" ' eNue /oo4 =e&f St&tus.

/he Modif" ' eNue /oo4 =e&f St&tus "age is dis"la'ed( /his "age allows 'ou to modif' the status of a cheCue leaf(



/he Modif eNue /oo4 =e&f St&tus age is dis la ed( /his age allows ou to modif the status of a cheCue leaf(7oteG >nl' an unf#ee*ed cheCue leaf status can e modified( In case the cheCue leaf elongs to a f#ee*ed ,heCue @oo itshould fi#st e unf#ee*ed efo#e modif'ing the status( ,heCue @oo lea+es can e unf#ee*ed onl' if the' a#e not issued(

&te" 4 Eou can choose to modif' the cheCue leaf status fo# a ,heCue @oo issued ' an s t#easu#' o#gani*ations o# "ostoffices( In this e!am"le we will select /&n4 to indicate that we a#e going to modif' the cheCue leaf of a ,heCue @ooissued ' a an (

&te" 5 ,lic the /&n4 7&#e d#o" down list to +iew a list of an s( /his menu lists all an names unde# which accountsha+e een c#eated fo# 'ou# accounting entit'(

&te" 6 &elect the an whose cheCue leaf status 'ou want to modif'( In this e!am"le we select /&n4 of Indi&.7oteG If the "ancha'at has onl' one o"e#ating an then it will automaticall' e shown(

&te" 7 ,lic the /&n4 /r&nc Address d#o" down list to +iew a list of #anch add#esses unde# which accounts ha+e eenc#eated fo# 'ou# accounting entit'( /hese a#e the #anches of @an of India ma""ed ' 'ou(7oteG If the "ancha'at has onl' one o"e#ating #anch then it will automaticall' e shown(

&te" 8 ,lic the Account 7o d#o" down list to +iew a list of account num e#s #egiste#ed with the mentioned an #anch(7oteG If the "ancha'at has onl' one o"e#ating account num e# then it will e dis"la'ed ' default( If the selected account num e# does not ha+e an' ,heCue @oo issued f#om it the &'stem #es"onds with an ale#t L;o,heCue @oo e!ists fo# the selected account(M

&te" 9 &elect the account num e# fo# which the ,heCue @oo was issued( In this e!am"le we will select 1000>1 (&te" 10 In the nter t e ' eNue 7o field t'"e in the cheCue num e# whose status 'ou want to modif'( In this e!am"le

we ente# 1000$0.&te" 11 ,lic nfree6e to unf#ee*e the ,heCue @oo (&te" 12 % success message stating that the ,heCue @oo is unf#ee*ed ,heCue @oo is dis"la'ed( ,lic O, to close the

message o!(&te" 13 /he Modif" ' eNue /oo4 =e&f St&tus "age is dis"la'ed( In the nter t e ' eNue 7o field t'"e in the cheCue

num e# whose status 'ou want to modif'( In this e!am"le we ente# 1000$0.7oteG Eou can eithe# ma# a cheCue leaf as lost o# cancelled( ,ancelled cheCue lea+es a#e those whose "a'ment has eencancelled th#ough cheCue cancellation in the #ecei"t +ouche# whe#eas lost cheCue lea+es a#e those that a#e una+aila le fo#issue ecause these got lost due to ce#tain #easons(

Page 227 of 633

&te" 14 In the ' oose t e Re&son for #odific&tion of ' eNue =e&f section select the #ele+ant #eason( In thise!am"le we will select ' eNue =e&f is lost.

&te" 15 In the nter t e Re&son for ' eNue =e&f '&ncell&tion5=ost te!t o! t'"e the #ele+ant #eason( In thise!am"le we will t'"e =ost durin! tr&nsit.

&te" 16 ,lic %ree6e to f#ee*e the changes(&te" 17 % message o! stating that ,heCue @oo details a#e f#ee*ed is dis"la'ed( ,lic O, to close the message o!(&te" 18 lic 'lose to close the Modif" ' eNue /oo4 =e&f St&tus "age(



&te 18 ,lic lose to close the Modif eNue /oo4 e&f St&tus age(&te" 19 In the wa#ning message o! clic es to #etu#n to the menu "age(

,ong#atulations( Eou ha+e now lea#nt to modif' a ,heCue @oo s leaf status in the s'stem(

Page 228 of 633

12.13 )eletin! & ' eNue /oo4

If a ,heCue @oo is no longe# +alid( Eou can o"t to delete it(




Pre conditions&a+ed ,heCue @oo details a#e a+aila le fo# deletion(/o delete a f#ee*ed ,heCue @oo 'ou a#e #eCui#ed to unf#ee*e the ,heCue @oo details(/he f#ee*ed cheCue oo s can e unf#o*en onl' if the#e is no cheCue issued fo# doing "a'ments ac#oss the )inancialEea#(;ote that onl' the administ#ato# can unf#ee*e the f#ee*ed ,heCue @oo details(/he f#ee*ed ,heCue @oo s th#ough which cheCues ha+e een issued o# an issued cheCue that has een cancelledac#oss the financial 'ea# would e shown as #ead onl' and the ,heCue @oo will not e a+aila le fo# deletion(

,lic 7eDt to +iew a demonst#ation on deleting a ,heCue @oo (

Page 229 of 633

12.1$ )eletin! & ' eNue /oo4 )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic ' eNue /oo4s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic )elete to delete a ,heCue @oo ente#ed into the s'stem(

7oteG % ,heCue @oo can e deleted onl' if it is not f#ee*ed(



7oteG % ,heCue @oo can e deleted onl if it is not f#ee ed(/he )elete ' eNue /oo4 "age is dis"la'ed( /his "age allows 'ou to delete ,heCue @oo s issued ' an s t#easu#'o#gani*ations o# "ost offices(

&te" 4 Eou can choose to delete the ,heCue @oo issued ' an s t#easu#' o#gani*ations o# "ost offices( In this e!am"lewe will select /&n4 to indicate that we a#e going to delete the ,heCue @oo issued ' a an (

&te" 5 ,lic the Select /&n4 7&#e d#o" down list to +iew a list of an s( /his menu lists all an names unde# whichaccounts ha+e een c#eated fo# 'ou# accounting entit'(

&te" 6 &elect the an whose cheCue details 'ou want to delete( In this e!am"le we will select /&n4 of Indi&.7oteG If the "ancha'at has onl' one o"e#ating an then it will automaticall' e shown(

&te" 7 ,lic the /&n4 /r&nc Address d#o" down list to +iew a list of #anch add#esses unde# which accounts ha+e eenc#eated fo# 'ou# accounting entit'( /hese a#e the #anches of @an of India ma""ed ' 'ou(7oteG If the "ancha'at has onl' one o"e#ating #anch then it will automaticall' e shown(

&te" 8 ,lic the Account 7o d#o" down list to +iew a list of account num e#s #egiste#ed with the mentioned an #anch(7oteG If the "ancha'at has onl' one o"e#ating account num e# then it will e dis"la'ed ' default( If the selected account num e# does not ha+e an' ,heCue @oo issued f#om it the &'stem #es"onds with an ale#t L;o,heCue @oo e!ists fo# the selected account(M

&te" 9 &elect the account num e# fo# which the ,heCue @oo was issued( In this e!am"le we will select 1000>1 (&te" 10 % list of all ,heCue @oo s ente#ed fo# the account num e# is dis"la'ed( ,heCue @oo

> se#+e the ,heCue @oo #eco#ds on the )elete ' eNue /oo4 )o#m( If an' #eco#d is ma# ed with dou le aste#is s L M itis disa led fo# deletion( Aou le %ste#is s ma# indicates that cheCues ha+e een issued fo# doing "a'ment f#om that ,heCue@oo ( % #eco#d is a+aila le fo# deletion onl' if no cheCue has een issued f#om that ,heCue @oo (

&te" 11 &elect the #adio utton ne!t to the ,heCue @oo s #eco#ds which 'ou want to delete( /he s'stem allows deletionof multi"le ,heCue @oo s( In this e!am"le we will select the ,heCue @oo issued on 1050$52010.

&te" 12 ,lic )elete (&te" 13 ,lic 'lose to close the )elete ' eNue /oo4 "age(&te" 14 In the wa#ning message o! clic es to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' delete a ,heCue @oo in the s'stem(

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12.1( Module Su##&r"

We ha+e now #eached the end of this module on Aefining ,heCue @oo Aetails( In this module we lea#nt to manage cheCueoo details(



Page 231 of 633

13.0 Module S*ecif"in! PRI Resources (


Welcome to the module on S*ecif"in! PRI Resources (

In this module we will lea#n to $anage the P-I -esou#ces of the Jilla Pancha'at(



/his module will ta e 30 minutes to com"lete(

Page 232 of 633

13.2 Overview

%n accounting entit' can inte#act with man' P-I -esou#ces such as em"lo'ees agencies and #esidents while #eco#ding thet#ansaction ent#ies( /hese P-I #esou#ces ma' #ecei+e funds f#om the accounting entit' in the fo#m of a enefit a "a'ment o#an ad+ance(%s a P-I accounting office# it is essential fo# 'ou to maintain a #eco#d of these #esou#ces and the enefits a+ailed ' them(



P-I%&oft allows 'ou to #eco#d and u"date the "e#sonal details of each of these #esou#ces( /his hel"s 'ou to sta' info#meda out all financial t#ansactions in a s"ecific accounting entit'(

?et us now e!"lo#e how to manage details of the eneficia#ies of the accounting entities in P-I%&oft(

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13.3 Addin! #*lo"ee )et&ils

We will fi#st e!"lo#e how to add modif' +iew and delete em"lo'ee details(

/o add the details of a new em"lo'ee wo# ing in the Jilla Pancha'at 'ou must e logged onto the P-I%&oft a""lication withthe Jilla Pancha'at %dminist#ato# s #ole(



,lic 7eDt to +iew a demonst#ation on adding em"lo'ee details(

Page 234 of 633

13.$ Addin! #*lo"ee )et&ils )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the #eCui#ed field t'"e in the #eCui#ed Dse#name and Passwo#d(

&te" 1 > se#+e that 'ou a#e di#ected to &elect -ole "age whe#ein 'ou can select 'ou# #ole( ,lic the -ole d#o" down listto +iew a list of #oles(



&te" 2 )#om the list select a #ole( In this e!am"le we will select Jilla Pancha'at %dminist#ato#(

&te" 3 ,lic &u mit to na+igate to the P-I%&oft main menu "age(&te" 4 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 5 ,lic #*lo"ee to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 6 ,lic Add to add em"lo'ee details into the s'stem(

/he Add #*lo"ee )et&ils fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add the details of an em"lo'ee(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 7 In the #*lo"ee 7&#e field t'"e in the name of the em"lo'ee whose detail 'ou want to add( In this e!am"le we

will t'"e S&!&r )utt S &r#& (&te" 8 In the #*lo"ee 'ode field t'"e in the em"lo'ee code( In this e!am"le we will t'"e 0023 ( /his is the code

maintained ' the accounting entit' to uniCuel' identif' the em"lo'ee&te" 9 In the %&t er s 7&#e field t'"e in the name of the em"lo'ee s fathe#( In this e!am"le we will t'"e R&d es "&#

S &r#& (&te" 7 In the )&te of /irt field ente# the em"lo'ee s date of i#th( ;ote that this date should e in the dd mm ''''

fo#mat( In this e!am"le we will ente# 1$50151>;3 (%lte#nati+el' 'ou can ente# this date ' using the calenda# icon "#o+ided(

&te" 10 In the )esi!n&tion field t'"e in the em"lo'ee s designation( In this e!am"le we will t'"e Account&nt.

&te" 11 In the )e*&rt#ent field t'"e in the name of the em"lo'ee s de"a#tment( In this e!am"le we will t'"e AccountsSection.

&te" 12 In the Per#&nent Account 7u#ber 9PA7: field ente# em"lo'ee s P%; num e#( In this e!am"le we will t'"eSA)%S123$P./he P%; num e# should alwa's contain fi#st 5 al"ha ets 4 num e#s and 1 al"ha et(

Page 235 of 633

&te" 13 In the Office Address field t'"e in the em"lo'ee s office add#ess( In this e!am"le we will t'"e 0>530 St&tenit of A!riculture )e*&rt#ent. Oriss&.&te" 14 In the Residence Address field t'"e in the em"lo'ee s #esidence add#ess( In this e!am"le we will t'"e 12530

'entr&l M&r4et Anu!ul )istrict.&te" 15 In the 'ont&ct 7o. field t'"e in the em"lo'ee s "hone num e#( In this e!am"le we will t'"e ($32123((+ (

/he Add #*lo"ee )et&ils "age dis"la's th#ee uttons S&ve 'le&r and 'lose (,lic ing S&ve allows 'ou to sa+e all the details ente#ed(



If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH M If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all data ente#ed ea#lie#(If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH M If 'ou clic es on this message o! all data ente#ed ea#lie# would e e#ased and the "age would ust closedown and if 'ou clic 7o on the message o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 16 ;ow clic S&ve to #eco#d all in"uts(% message o! containing a success message is dis"la'ed(


,ong#atulationsK Eou ha+e now lea#nt to successfull' add em"lo'ee details in the s'stem(

Page 236 of 633

13.( Modif"in! #*lo"ee )et&ils

%t times afte# adding em"lo'ee details 'ou ma' want to u"date this info#mation( )o# e!am"le the em"lo'ee s #esidence o#an' othe# info#mation has changed o# 'ou ma' ha+e ente#ed inco##ect info#mation( In all such cases use the $odif'

m"lo'ee details o"tion to inco#"o#ate changes(



,lic 7eDt to +iew a demonst#ation on modif'ing em"lo'ee details into the s'stem(

Page 237 of 633

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(PreconditionG

/he em"lo'ee #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to modif' the #eco#d(

13.+ Modif"in! #*lo"ee )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic #*lo"ee to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Modif" to change em"lo'ee details al#ead' c#eated in the s'stem(

/he Modif" #*lo"ee %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to modif' the ente#ed details of anl (



em"lo'ee(&te" 4 ,lic the #*lo"ee 7&#e d#o" down list to dis"la' the names of the em"lo'ees whose data has een ente#ed(&te" 5 &elect the name of the em"lo'ee whose details 'ou want to modif'( In this e!am"le we will select S&!&r )utt

S &r#& (/he Modif" #*lo"ee %or# is dis"la'ed( >n this fo#m 'ou can modif' the details of the selected em"lo'ee(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (?et us modif' the Residence Address &nd Office Address of this em"lo'ee(

&te" 6 In the Resident Address field modif' the #esident add#ess( In this e!am"le we will include the name of the &tateOriss& (

&te" 7 In the Office Address field modif' the office add#ess( In this e!am"le we will include the name of the &tateOriss& (

&te" 8 ,lic *d&te to sa+e the modified em"lo'ee details(% dialog o! containing a success message is dis"la'ed(

&te" 9 >n this dialog o! clic O,.&te" 10 >n the Modif" #*lo"ee %or# "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' em"lo'ee details in the s'stem(

Page 238 of 633

13.8 Biewin! #*lo"ee )et&ils

%fte# c#eating o# modif'ing em"lo'ee details 'ou ma' want to +iew this info#mation( )o# e!am"le 'ou might want to +e#if'the changes made to the em"lo'ee s info#mation in the s'stem(


P di i G



PreconditionG

/he em"lo'ee #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to +iew the #eco#d(

,lic 7eDt to +iew a demonst#ation on +iewing em"lo'ee details into the s'stem(

Page 239 of 633

13.; Biewin! #*lo"ee )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic #*lo"ee to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to see the =ist of #*lo"ees who a#e wo# ing in the J illa Pancha'at( Please note that this "age

dis"la's all the latest data fo# the em"lo'ees( Eou can "#int all these details ' using the Print icon "#o+ided on this "age(&t " 4 li 'l t # t # t th P I%& ft i " (



&te" 4 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew em"lo'ee details in the s'stem(

Page 240 of 633

13.> )eletin! #*lo"ee )et&ils

%t times 'ou ma' want to delete an em"lo'ee s details( )o# e!am"le the em"lo'ee s info#mation has tu#ned o solete o# hasecome #edundant ecause no t#ansactions ha+e een #eco#ded fo# the em"lo'ee in the s'stem(

In all such cases use the P-I%&oft a""lication to delete the em"lo'ee s details(

E l # # t thi ti+it' ' +i i g th i f # ti h ' # # (




Pre conditionsG /he em"lo'ee #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to delete the #eco#d(/he#e should not e an' >"ening @alance %d+ance o# +ouche#s #eco#ded fo# the em"lo'ee ac#oss the )inancial Eea#(

,lic 7eDt to +iew a demonst#ation on deleting em"lo'ee details(

Page 241 of 633

13.10 )eletin! #*lo"ee )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic #*lo"ee to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 lic )elete to #emo+e em"lo'ee details f#om the s'stem(



&te" 3 ,lic )elete to #emo+e em"lo'ee details f#om the s'stem(> se#+e the em"lo'ee #eco#ds on the #*lo"ee )eletion %or# ( If an' #eco#d is ma# ed with dou le aste#is s L M it isdisa led fo# deletion( Aou le %ste#is s ma# indicates that t#ansactions li e >"ening @alance %d+ance o# .ouche#s ac#ossfinancial 'ea# ha+e een #eco#ded fo# that em"lo'ee( % #eco#d is a+aila le fo# deletion onl' if t#ansactions ha+e not een#eco#ded fo# that em"lo'ee(

&te" 4 &elect the chec o!es ne!t to the em"lo'ee s #eco#ds which 'ou want to delete( /he s'stem allows multi"leselections fo# simultaneous deletion( In this e!am"le we will select onl' one #eco#d fo# deletion fo# the em"lo'ee S&!&r)utt S &r#& (

&te" 5 ,lic )elete to #emo+e the ent#' f#om the s'stem(% confi#mation message is dis"la'ed(


&te" 7 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' delete em"lo'ee details f#om the s'stem(

Page 242 of 633

13.11 Addin! A!enc" )et&ils

Eou can add a new agenc' s details fo# an accounting entit'( /o add these details 'ou must e logged onto the P-I%&ofta""lication with the Jilla Pancha'at %dminist#ato# s #ole(

,lic 7eDt to +iew a demonst#ation on adding details(



Page 243 of 633

13.12 Addin! A!enc" )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic A!enc" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to add agenc' details into the s'stem(

/he Add A!enc" )et&ils fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add the details of an agenc'(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left



;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato# and cannot e leftlan (&te" 4 In the A!enc" 7&#e field t'"e in the name of the agenc' whose detail 'ou want to add( In this e!am"le we will

t'"e Pl&n Indi& (&te" 5 In the Tele* one field t'"e in the agenc' s tele"hone num e#( In this e!am"le we will t'"e >;81>2>00> (nsu#e that 'ou t'"e a 10 digit num e# sta#ting with a non *e#o num e#(&te" 6 In the Per#&nent Account 7u#ber 9PA7: field t'"e in the agenc' s P%; num e#( In this e!am"le we will t'"e

A )SI0>;8T (/he P%; num e# should alwa's contain fi#st 5 al"ha ets 4 num e#s and 1 al"ha et(

&te" 7 In the T&D )eduction &nd 'ollection Account 7u#ber 9TA7: field t'"e in the agenc' s /%; num e#( In thise!am"le we will t'"e SEA<(+8;$A ( /he /%; num e# should alwa's contain fi#st 4 al"ha ets 5 num e#s and 1 al"ha et(

&te" 8 In the T&D Invoice 7u#ber 9TI7: field t'"e in the agenc' s co##ect /I; num e#( In this e!am"le we will t'"e 321$(+.

&te" 9 ;ow clic S&ve to #eco#d all agenc' details(% message o! containing a success message is dis"la'ed(

&te" 10 >n this message o! clic O, (&te" 11 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add agenc' details in the s'stem

Page 244 of 633

13.13 Modif"in! A!enc" )et&ils

%t times afte# adding agenc' details 'ou ma' want to u"date this info#mation( )o# e!am"le the agenc' s name o# an'othe# info#mation has changed o# 'ou ma' ha+e ente#ed inco##ect info#mation( In all such cases use the P-I%&ofta""lication to inco#"o#ate changes(




Pre conditionsG

/he agenc' #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to modif' the #eco#d(

,lic 7eDt to +iew a demonst#ation on modif'ing agenc' details into the s'stem(

Page 245 of 633

13.1$ Modif"in! A!enc" )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic A!enc" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 lic Modif" to change agenc' details al#ead' c#eated in the s'stem



&te 3 ,lic Modif to change agenc details al#ead c#eated in the s stem/he A!enc" Modific&tion %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to modif' the ente#ed details of anagenc'(

&te" 4 ,lic the A!enc" 7&#e d#o" down list to dis"la' the names of all the agencies(&te" 5 &elect the name of the agenc' whose details 'ou want to modif'( In this e!am"le we will select Pl&n Indi& (

/he A!enc" Modific&tion %or# is dis"la'ed( >n this fo#m 'ou can modif' the details of an agenc'(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 6 In the dit A!enc" 7&#e co##ect the agenc' s name( In this e!am"le we modif' the e!isting name f#om Plan

India to Pl&n Indi& 7 O (&te" 7 ,lic *d&te to sa+e the modified agenc' details(

% dialog o! containing a success message is dis"la'ed(&te" 8 >n this dialog o! clic O4.&te" 9 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e successfull' lea#nt how to modif' agenc' details in the s'stem(

Page 246 of 633

13.1( Biewin! A!enc" )et&ils

Eou ma' want to +iew agenc' details afte# adding o# modif'ing them( )o# e!am"le 'ou want to chec whethe# the agenc' sname o# an' othe# info#mation that 'ou ente#ed o# changed is eing #eflected co##ectl' in the s'stem(


PreconditionG



PreconditionG

/he agenc' #eco#d must ha+e een c#eated o# modified ea#lie# fo# 'ou to e a le to +iew the #eco#d(

,lic 7eDt to +iew a demonst#ation on +iewing agenc' details into the s'stem(

Page 247 of 633

13.1+ Biewin! A!enc" )et&ils )e#onstr&tion



13.1 Biewin! A!enc )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic A!enc" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to see =ist of A!encies wo# ing in the Jilla Pancha'at( Please note that this "age dis"la's all the latest

data fo# the %gencies( Eou can "#int all these details ' using the Print icon "#o+ided on this "age(&te" 4 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew agenc' details in the s'stem(

Page 248 of 633

13.18 )eletin! A!enc" )et&ils

&ometimes 'ou ma' want to delete an agenc' s details( )o# e!am"le the agenc' s info#mation has tu#ned o solete o# hasecome #edundant ecause no t#ansactions ha+e een #eco#ded fo# the agenc' in the s'stem(

In all such cases use the P-I%&oft a""lication to delete the agenc' s details(




Pre conditionsG

/he agenc' #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to delete the #eco#d(/he#e should not e an' >"ening @alance %d+ance o# +ouche#s #eco#ded fo# the "a#ticula# agenc' ac#oss the )inancialEea#(

,lic 7eDt to +iew a demonst#ation on deleting agenc' details(

Page 249 of 633

13.1; )eletin! A!enc" )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(

&te" 2 ,lic A!enc" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



, (&te" 3 ,lic )elete to #emo+e the agenc' details f#om the s'stem(

> se#+e the agenc' #eco#ds on the A!enc" )eletion %or# ( If an' #eco#d is ma# ed with dou le aste#is s L M it isdisa led fo# deletion( Aou le %ste#is s ma# indicates that t#ansactions li e >"ening @alance %d+ance o# +ouche#s ac#ossfinancial 'ea# ha+e een #eco#ded fo# that agenc'( % #eco#d is a+aila le fo# deletion onl' if t#ansactions ha+e not een#eco#ded fo# that agenc'(

&te" 4 &elect the chec o!es ne!t to the agenc' s #eco#ds which 'ou want to delete( /he s'stem allows multi"leselections fo# simultaneous deletion( In this e!am"le we will select P=A7 I7)IA 7 O T ISFIP R .P PIPI=I andT R 7)IA .P 7IMAPA)A fo# deletion(

&te" 5 ,lic )elete to #emo+e the #eco#d f#om the s'stem(&te" 6 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

% confi#mation message is dis"la'ed(&te" 7 >n this message o! clic es.

,ong#atulationsK Eou ha+e now lea#nt to successfull' delete agenc' details f#om the s'stem(

Page 250 of 633

13.1> Addin! Resident )et&ils

/o add the details of a new #esident fo# the assigned accounting entit' 'ou must e logged onto the P-I%&oft a""licationi h h Jill P h ' %d i i # # # l (



g g ggwith the Jilla Pancha'at %dminist#ato# s #ole(

,lic 7eDt to +iew a demonst#ation on adding #esident details(

Page 251 of 633

13.20 Addin! Resident )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Resident to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add to add #esident details(

/he Add Resident )et&ils fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add the details of a #esident(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left



g (lan (&te" 4 In the Resident 7&#e field t'"e in the name of the #esident whose detail 'ou want to c#eate( In this e!am"le we

will t'"e R, S &r#& (&te" 5 In the )&te of /irt field ente# #esident s date of i#th( ;ote that this date should e in the dd mm '''' fo#mat(

In this e!am"le we will ente# 0250151>>0 (%lte#natel' 'ou can also ente# this date ' using the calenda# icon "#o+ided(

&te" 6 In the %&t er 7&#e field ente# the fathe# s name of the #esident( In this e!am"le we will t'"e M= S &r#& (&te" 7 In the Residence &ddress field ente# the #esidence add#ess( In this e!am"le we will t'"e 12( Old Puri 'olon".&te" 8 In the Tele* one field ente# the #esident s mo ile num e#( In this e!am"le we will t'"e >;8++++;;;.

/he tele"hone num e# should e a ten digit mo ile num e# sta#ting with a non *e#o 0 num e#(

Eou cannot lea+e the Resident 7&#e field lan ( In case 'ou ente# onl' digits then the s'stem would dis"la' a message#eCuesting 'ou to ente# at least one al"ha et in the Resident 7&#e te!t field(

&te" 9 ;ow clic S&ve to #eco#d all in"uts( % message o! containing a success message is dis"la'ed(


,ong#atulationsK Eou ha+e now lea#nt to successfull' add #esident details in the s'stem(

13.21 Modif"in! Resident )et&ils

Page 252 of 633

%t times afte# adding #esident details 'ou ma' want to u"date this info#mation( )o# e!am"le the #esident s add#ess o# an'othe# info#mation has changed o# 'ou ma' ha+e ente#ed inco##ect info#mation( In all such cases use the P-I%&ofta""lication to inco#"o#ate changes(


Pre conditionsG

/he #esident #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to modif' the #eco#d(



/he #esident #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to modif' the #eco#d(

,lic 7eDt to +iew a demonst#ation on modif'ing #esident details into the s'stem(

13.22 Modif"in! Resident )et&ils )e#onstr&tion

Page 253 of 633

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 : ,lic Resident to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Modif" to change the #esident details al#ead' c#eated in the s'stem(

/he Modif" Resident %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to modif' the details of a #esident(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 ,lic the dit Resident 7&#e d#o" down list to dis"la' the names of all the #esidents(



&te" 5 &elect the name of the #esident whose details 'ou want to modif'( In this e!am"le we will select R, S &r#& (/he Modif" Resident %or# is dis"la'ed( >n this fo#m 'ou can modif' the details of a #esident(;otice that the#e a#e ce#tain fields ma# ed with an aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 6 In the Residence &ddress field ente# the #esidence add#ess( In this e!am"le we will t'"e – Puri (&te" 7 ,lic *d&te to sa+e the modified #esident details(

% dialog o! containing a success message is dis"la'ed(&te" 8 >n this dialog o! clic O,.&te" 9 G,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e successfull' lea#nt how to modif' #esident details in the s'stem(

13.23 Biewin! Resident )et&ils

Page 254 of 633

%fte# adding o# modif'ing #esident details 'ou ma' want to +iew the details( )o# e!am"le 'ou want to chec whethe# the#esident s add#ess o# an' othe# info#mation that 'ou changed is eing #eflected co##ectl' in the s'stem(


Pre conditionsG

/he #esident #eco#d must ha+e een c#eated o# modified ea#lie# fo# 'ou to e a le to +iew the #eco#d(



,lic 7eDt to +iew a demonst#ation on +iewing #esident details into the s'stem(

Page 255 of 633

13.2$ Biewin! Resident )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Resident to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Biew to see the =ist of Residents details #esiding in the Jilla Pancha'at Please note that this "age dis"la's

all the latest data fo# the #esident( Eou can "#int all these details ' using the Print icon "#o+ided on this "age(&te" 4 lic 'lose to #etu#n to the P I%&oft main menu "age(



&te" 4 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew #esident details in the s'stem(

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13.2( )eletin! Resident )et&ils

%t times 'ou ma' want to delete a #esident s details( )o# e!am"le the #esident s info#mation has tu#ned o solete o# hasecome #edundant ecause no t#ansactions ha+e een #eco#ded fo# the #esident in the s'stem(

In all such cases use the P-I%&oft a""lication to delete the #esident s details(


Pre conditionsG



Pre conditionsG

/he #esident #eco#d must ha+e een c#eated ea#lie# fo# 'ou to e a le to delete the #eco#d(/he#e should not e an' >"ening @alance %d+ance o# +ouche#s #eco#ded fo# the "a#ticula# #esident ac#oss an')inancial Eea#(

,lic 7eDt to +iew a demonst#ation on deleting #esident details(

Page 257 of 633

13.2+ )eletin! Resident )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the o"tion(&te" 2 ,lic Resident to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic )elete to #emo+e the #esident details f#om the s'stem(9Include in & note boD:G > se#+e the list of #esidents on )elete Resident %or# ( If an' #eco#d is ma# ed with dou le



9Include in & note boD:G > se#+e the list of #esidents on )elete Resident %or# ( If an #eco#d is ma# ed with dou leaste#is s L M it is disa led fo# deletion( Aou le %ste#is s ma# indicates that t#ansactions li e >"ening @alance %d+ance+ouche#s ac#oss financial 'ea# ha+e een #eco#ded fo# that #esident( % #eco#d is a+aila le fo# deletion onl' if t#ansactionsha+e not een #eco#ded fo# that #esident(

&te" 4 &elect the chec o!es ne!t to the #esident s #eco#ds which 'ou want to delete( /he s'stem allows multi"leselections fo# simultaneous deletion( In this e!am"le we will select a single #eco#d fo# the #esident R, S &r#& (

&te" 5 ,lic )elete to #emo+e the ent#' f#om the s'stem(&te" 6 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

% confi#mation message is dis"la'ed(&te" 7 >n this message o! clic es.

,ong#atulationsK Eou ha+e now lea#nt to successfull' delete #esident details f#om the s'stem(

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We ha+e now #eached the end of this module on &"ecif'ing P-I -esou#ces(

In this module we will lea#n to $anage the P-I -esou#ces of the Jilla Pancha'at(



Page 259 of 633

1$.0 Module M&n&!in! =ine )e*&rt#ents

1$.1 Module Objectives

Welcome to the module on $anaging ?ine Ae"a#tments


$anage ?ine Ae"a#tment Aetails(



g (

Page 260 of 633

1$.2 Overview

?ine de"a#tment a#e o+e#nment units that a#e assigned a s"ecific function( ?ine de"a#tments gene#all' sta#t thei# wo#once ad+ance funds a#e "#o+ided ' P-Is( /he main function of the line de"a#tment is to "#o+ide su""o#t in te#ms of theestimation measu#ement and su"e#+ision(

?ine de"a#tment ma' e!ist at +a#ious le+els such as &tate JP @P P Aist#ict -u#al Ae+elo"ment %genc' A-A% and @loc

Ae+elo"ment >ffice @A> de"ending on the si*e of the state and administ#ati+e con+enience and can the#efo#e +a#' ac#ossdiffe#ent states(



(

%s an %ccounting official 'ou ma' need to maintain the details of ad+ances "#o+ided to JP @P P A-%A and @A> le+el linede"a#tments(

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1$.3 Addin! St&te =ine )e*&rt#ents

%s an accounting official 'ou ma' want to #eco#d details of the ad+ance "#o+ided to some line de"a#tment in the PRIASoft a""lication( )o# this 'ou need to fi#st ensu#e that a ?ine Ae"a#tment is c#eated at #es"ecti+e le+el to #eco#d such ad+ancedetails(


Pre 'onditions



Eou should login as state administ#ato#(

Post 'onditions/he new &tate ?ine Ae"a#tments will e a+aila le fo# the c#eation of Aist#ict ?ine Ae"a#tments unde# it(

/he new &tate ?ine Ae"a#tments will e a+aila le fo# modification(

,lic 7eDt to +iew a demonst#ation on adding &tate ?ine Ae"a#tments(

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1$.$ Add St&te =ine )e*&rt#ents )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the &tate %dminist#ato# s #ole(

&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(



&te" 2 ,lic =ine )e*&rt#ent to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 3 ,lic Add to #eco#d a new ?ine Ae"a#tment s details on the s'stem(

> se#+e that 're&te =ine )e*&rt#ent "age is dis"la'ed(

;otice that he#e a#e ce#tain fields ma# ed with #ed aste#is s Q It means these fields a#e mandato#' and cannot e left lan (&te" 4 Eou can choose the le+el at which 'ou want to c#eate the ?ine Ae"a#tment( In this e!am"le we will select the St&te

=ine )e*&rt#ent to indicate that we a#e adding a ?ine Ae"a#tment at the &tate le+el(

&te" 5 In the =ine )e*&rt#ent 7&#e field t'"e a name fo# the ?ine Ae"a#tment that 'ou a#e c#eating( In this e!am"lewe will t'"e St&te 'o##ission of Fe&lt Services.

&te" 6 If #eCui#ed in the =ine )e*&rt#ent 7&#e 9=oc&l =&n!u&!e: field t'"e a name in local language fo# the ?ineAe"a#tment that 'ou a#e c#eating( In this e!am"le we will t'"e St&te Fe&lt 'o##ission (

&te" 7 In the )ivision5Office ta le 'ou can t'"e in the name of the di+ision co##es"onding to the ?ine Ae"a#tment 'ou a#ec#eating( In this e!am"le we will t'"e %in&nci&l Services (

&te" 8 Eou can add multi"le #ows to this )ivision5Office ta le ' clic ing the Add lin ( Post adding #ows 'ou can t'"e indi+ision s"ecific details in the fields "#o+ided( In this e!am"le we will clic Add to add anothe# #ow and t'"e in the di+isionname )' br&nc . Si#il&rl" Eou can #emo+e a #ow f#om the ta le ' clic ing Re#ove lin if 'ou want to #emo+e an'

Page 263 of 633

e!isting Ai+ision >ffice details(

7oteG %fte# ente#ing the details fo# a new ?ine Ae"a#tment 'ou can clic S&ve 'le&r o# 'lose. ,lic ing S&ve allows 'ou tosa+e the ?ine Ae"a#tment details in the data ase clic ing 'le&r clea#s all the ente#ed details and allows 'ou to #e ente# themclic ing 'lose closes the 're&te =ine )e*&rt#ent "age without sa+ing the details(

&te" 9 ,lic S&ve.



&te" 10 % success message stating that the &tate ?ine Ae"a#tment was added is dis"la'ed( ,lic O, to close the messageo!(

,ong#atulations( Eou ha+e now leant to successfull' add &tate ?ine Ae"a#tments in the s'stem(

Page 264 of 633



1$.+ Add )istrict =ine )e*&rt#ents )e#onstr&tion






&te" 3 ,lic Add to #eco#d a new ?ine Ae"a#tment s details on the s'stem(

> se#+e that 're&te =ine )e*&rt#ent "age is dis"la'ed(

;otice that he#e a#e ce#tain fields ma# ed with #ed aste#is s Q It means these fields a#e mandato#' and cannot e left lan (

&te" 4 Eou can choose the le+el at which 'ou want to c#eate the ?ine Ae"a#tment( In this e!am"le we will select )istrict=ine )e*&rt#ent to indicate that we a#e adding a ?ine Ae"a#tment at the Aist#ict le+el(

&te" 5 ,lic the Select =ine )e*&rt#ent d#o" down to +iew a list of &tate ?ine Ae"a#tments a+aila le fo# selection(

&te" 6 )#om the Select =ine )e*&rt#ent d#o" down select the &tate ?ine Ae"a#tment unde# which 'ou want to c#eate'ou# Aist#ict ?ine Ae"a#tment( In this e!am"le we will select St&te 'o##ission of Fe&lt Services.

&te" 7 ;ote that the selected &tate ?ine Ae"a#tment is dis"la'ed elow the Select =ine )e*&rt#ent d#o" down( In thise!am"le we will select St&te 'o##ission of Fe&lt Services.

&te" 8 In the =ine )e*&rt#ent 7&#e field t'"e a name fo# the dist#ict ?ine Ae"a#tment that 'ou a#e c#eating( In thise!am"le we will t'"e Anu!ul )istrict Fe&lt 'o##ission.

&te" 9 If #eCui#ed in the =ine )e*&rt#ent 7&#e 9=oc&l =&n!u&!e: field t'"e a name in a local language fo# the ?ineAe"a#tment that 'ou a#e c#eating( In this e!am"le we will t'"e )istrict =ine )e*&rt#ent .

Page 266 of 633

7ote : Eou can add multi"le #ows to this )ivision5Office ta le ' clic ing the Add lin ( Post adding #ows 'ou can t'"e indi+ision s"ecific details in the fields "#o+ided( Eou can also #emo+e a #ow f#om the ta le ' clic ing Re#ove.

7oteG %fte# ente#ing the details fo# a new ?ine Ae"a#tment 'ou can clic S&ve 'le&r o# 'lose. ,lic ing S&ve allows 'ou to

sa+e the ?ine Ae"a#tment details in the data ase clic ing 'le&r clea#s all the ente#ed details and allows 'ou to #e ente# themclic ing 'lose closes the 're&te =ine )e*&rt#ent "age without sa+ing the details(



&te" 10 ,lic S&ve.

&te" 11 % success message stating that the dist#ict ?ine Ae"a#tment was added is dis"la'ed( ,lic O, to close the messageo!(

,ong#atulations( Eou ha+e now leant to successfull' add Aist#ict ?ine Ae"a#tments in the s'stem(

Page 267 of 633

1$.8 Addin! )R)A =ine )e*&rt#ents

Eou want to #eco#d details of ad+ance "#o+ided ' P-I to an' A-A% line de"a#tment in the PRIASoft a""lication()o# #eco#ding such ad+ance details 'ou fi#st need to c#eate a ?ine Ae"a#tment at the A-A% ?e+el(


Pre 'onditionsA-A% ?ine Ae"a#tments can e added onl' unde# a dist#ict ?ine Ae"a#tment( =ence 'ou should fi#st ensu#e that adi t#i t ?i A " #t t d # hi h ' t t dd A A% ?i A " #t t i l# d' # t d d + d i th



dist#ict ?ine Ae"a#tment unde# which 'ou want to add A-A% ?ine Ae"a#tments is al#ead' c#eated and sa+ed in thes'stem(

Post 'onditions/he new A-A% ?ine Ae"a#tments will e a+aila le fo# the c#eation of @A> ?ine Ae"a#tments unde# them(

/he sa+ed A-A% ?ine Ae"a#tments details will e a+aila le fo# modification(

,lic 7eDt to +iew a demonst#ation on adding A-A% ?ine Ae"a#tments(

Page 268 of 633

1$.; Add )R)A =ine )e*&rt#ents )e#onstr&tion



&t " 2 li i ) *& t# t t +i th t th t ' " #f # d # thi "ti (




&te" 3 ,lic Add to #eco#d a new ?ine Ae"a#tment details in the s'stem(

/he 're&te =ine )e*&rt#ent "age is dis"la'ed(

;otice that he#e a#e ce#tain fields ma# ed with #ed aste#is s Q It means these fields a#e mandato#' and cannot e left lan (

&te" 4 Eou can choose the le+el at which 'ou want to c#eate the ?ine Ae"a#tment( In this e!am"le we will select the )R)A?ine Ae"a#tment to indicate that we a#e adding a ?ine Ae"a#tment at the )R)A le+el(

&te" 5 ,lic the Select =ine )e*&rt#ent d#o" down to +iew a list of &tate ?ine Ae"a#tments a+aila le fo# selection(

&te" 6 )#om the Select =ine )e*&rt#ent d#o" down select the &tate ?ine Ae"a#tment fo# the #es"ecti+e dist#ict linede"a#tment unde# which 'ou want to c#eate 'ou# A-A% ?ine Ae"a#tment( In this e!am"le we will select St&te 'o##issionof Fe&lt Services.

&te" 7 ;ote that the selected &tate ?ine Ae"a#tment togethe# with its dist#ict line de"a#tment is dis"la'ed elow the Select=ine )e*&rt#ent d#o" down( In this e!am"le we select Anu!ul )istrict Fe&lt 'o##ission dist#ict line de"a#tmentunde# St&te 'o##ission of Fe&lt Services state line de"a#tment selected a o+e(

&te" 8 In the =ine )e*&rt#ent 7&#e field t'"e a name fo# the A-A% ?ine Ae"a#tment that 'ou a#e c#eating( In thise!am"le we will t'"e )R)A Fe&lt Pl&nnin! 'o##ittee.

Page 269 of 633

&te" 9 If #eCui#ed in the =ine )e*&rt#ent 7&#e 9=oc&l =&n!u&!e: field t'"e a name in local language fo# the ?ineAe"a#tment that 'ou a#e c#eating( In this e!am"le we t'"e Pl&nnin! 'o##ittee .

&te" 10 In the )ivision5Office ta le 'ou can t'"e in the name of the di+ision co##es"onding to the ?ine Ae"a#tment 'oua#e c#eating( In this e!am"le we will t'"e Rese&rc &nd An&l"sis (

&te" 11 Eou can add multi"le #ows to this )ivision5Office ta le ' clic ing the Add lin ( Post adding #ows 'ou can t'"e indi+ision s"ecific details in the fields "#o+ided( In this e!am"le e ill clic Add to add anothe# #o and t'"e in the di+ision



di+ision s"ecific details in the fields "#o+ided( In this e!am"le we will clic Add to add anothe# #ow and t'"e in the di+isionname =&bor&tor" &nd P "sic&l D&#in&tion .

7ote : Eou can #emo+e a #ow f#om the ta le ' clic ing Re#ove.

7oteG %fte# ente#ing the details fo# a new ?ine Ae"a#tment 'ou can clic S&ve 'le&r o# 'lose. ,lic ing S&ve allows 'ou tosa+e the ?ine Ae"a#tment details in the data ase clic ing 'le&r clea#s all the ente#ed details and allows 'ou to #e ente# themclic ing 'lose closes the 're&te =ine )e*&rt#ent "age without sa+ing the details(

&te" 12 ,lic S&ve.

&te" 13 % success message stating that the A-A% ?ine Ae"a#tment was added is dis"la'ed( ,lic O, to close the messageo!(

&te" 14 ,lic 'lose.

&te" 15 % wa#ning message o! as ing fo# confi#mation fo# closing the "age without sa+ing the ente#ed details is dis"la'ed(,lic es to close the message o! and #etu#n to the PRIASoft main menu "age(

7oteG &imila#l' we can c#eate /loc4 =ine )e*&rt#ents unde# the dist#ict ?ine Ae"a#tments( Eou can then c#eate P =ine)e*&rt#ents and /)Os unde# the c#eated @loc ?ine Ae"a#tment(

,ong#atulations( Eou ha+e now leant to successfull' add A-A% ?ine Ae"a#tments in the s'stem(

Page 270 of 633

1$.> Modif"in! =ine )e*&rt#ents

%t times 'ou ma' want to modif' e!isting ?ine Ae"a#tment details in the a""lication( )o# e!am"le 'ou ma' ha+e ente#edinco##ect info#mation o# some info#mation that ma' ha+e changed o# ecome o solete( In all such cases the info#mationneeds to e u"dated(


Pre 'onditionsIn o#de# to modif' ?ine Ae"a#tments 'ou must ha+e added the ?ine Ae"a#tments(



In o#de# to modif ?ine Ae a#tments ou must ha+e added the ?ine Ae a#tments(

Post 'onditions/hese sa+ed ?ine Ae"a#tments details a#e a+aila le fo# fu#the# modification(

,lic 7eDt to +iew a demonst#ation on modif'ing &tate ?ine Ae"a#tments(

Page 271 of 633

1$.10 Modif" & St&te =ine )e*&rt#ent )e#onstr&tion



&te" 2 lic =ine )e*&rt#ent to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te 2 ,lic =ine )e*&rt#ent to +iew the tas s that ou can e#fo#m unde# this o tion(

&te" 3 ,lic Modif" to modif' ?ine Ae"a#tment details in the s'stem(

/he Modif" =ine )e*&rt#ent "age is dis"la'ed(

;otice that the#e a#e ce#tain field ma# ed with #ed aste#is s Q a#e dis"la'ed It means these field a#e mandato#' and cannote left lan (

&te" 4 Eou can choose ?ine Ae"a#tment that 'ou want to modif'( In this e!am"le we will select the St&te =ine)e*&rt#ent (

&te" 5 ,lic the Select =ine )e*&rt#ent d#o" down to +iew a list of &tate ?ine Ae"a#tments a+aila le fo# modification(

&te" 6 )#om the Select =ine )e*&rt#ent d#o" down select the &tate ?ine Ae"a#tment that 'ou want to modif'( In thise!am"le we select St&te 'o##ission of Fe&lt Services.

&te" 7 ;ote that the selected &tate ?ine Ae"a#tment is dis"la'ed elow the Select =ine )e*&rt#ent d#o" down( In thise!am"le we will select St&te 'o##ission of Fe&lt Services.

7oteG /he selected &tate ?ine Ae"a#tment s details a#e dis"la'ed(

&te" 8 In the =ine )e*&rt#ent 7&#e field 'ou can modif' the ?ine Ae"a#tment name( In this e!am"le we will modif' the

Page 272 of 633

dis"la'ed name to St&te 'o##ission of Fe&lt Services Oriss&.

&te" 9 In the )ivision5Office ta le the di+isions that we#e added to the &tate ?ine Ae"a#tment a#e dis"la'ed fo#modification( In this e!am"le we modif' the fi#st di+ision )' /RA7'F to )' /RA7'F F<TS.

7oteG %fte# ente#ing the details fo# a new ?ine Ae"a#tment 'ou can clic *d&te 'le&r o# 'lose. ,lic ing *d&te allows

'ou to u"date the modified ?ine Ae"a#tment details in the data ase clic ing 'le&r clea#s all the modified details and allows'ou to #e modif' them clic ing 'lose closes the Modif" =ine )e*&rt#ent "age without sa+ing the modified details(



&te" 10 ,lic *d&te.

&te" 11 % success message stating that the ?ine Ae"a#tment modification was u"dated is dis"la'ed( ,lic O, to close themessage o!(

&te" 12 ,lic 'lose.

&te" 13 % wa#ning message o! as ing fo# confi#mation fo# closing the "age without sa+ing the ente#ed details is dis"la'ed(,lic es to close the message o! and #etu#n to the PRIASoft main menu "age(

7oteG &imila#l' we can modif' the othe# ?ine Ae"a#tments that a#e c#eated(

,ong#atulations( Eou ha+e now leant to modif' ?ine Ae"a#tment details in the s'stem(

Page 273 of 633

1$.11 Biewin! =ine )e*&rt#ents

Eou ma' want to +iew a ?ine de"a#tment fo# +a#ious "u#"oses afte# c#eating o# modif'ing it(


Pre 'onditions

In o#de# to +iew a ?ine Ae"a#tment 'ou should ha+e added it in the P-I%&oft a""lication(,lic 7eDt to +iew a demonst#ation on +iewing ?ine Ae"a#tments(



,lic 7eDt to iew a demonst#ation on iewing ?ine Ae a#tments(

Page 274 of 633

1$.12 Biew & =ine )e*&rt#ent )e#onstr&tion






&te 2 ,lic ine )e &rt#ent to iew the tas s that ou can e#fo#m unde# this o tion(

&te" 3 ,lic Biew to +iew ?ine Ae"a#tment details #eco#ded in the s'stem(

&te" 4 >n the =ine )e*&rt#ent Biew "age sc#oll down to +iew the ?ine Ae"a#tments 'ou c#eated thei# hie#a#ch' themodifications 'ou made to the ?ine Ae"a#tments and so on(

&te" 5 ,lic 'lose to close the =ine )e*&rt#ent Biew "age(

,ong#atulations( Eou ha+e now leant to +iew a &tate ?ine Ae"a#tment in the s'stem(

Page 275 of 633

1$.13 Module Su##&r"

We ha+e now #eached the end of this module on $anaging ?ine Ae"a#tment( In this module we lea#nt to:

$anage ?ine Ae"a#tment Aetails(



Page 276 of 633

1(.0 Module M&n&!in! Stoc4 Ite#s

1(.1 Module Objectives

Welcome to the module on M&n&!in! Stoc4 Ite#s (In this module we will lea#n to:

$anage &toc Items(



/his module will ta e 30 min to com"lete(

Page 277 of 633

1(.2 Overview

%n accounting entit' such as a Pancha'at ma' #eCui#e diffe#ent stoc items o# commodities such as com"ute#s ta lesdes s and so on fo# +a#ious "#o ects(

Aetails "e#tinent to these stoc items o# commodities need to e maintained in the s'stem so that all e!"enditu#e and othe#details can e t#ac ed(

In o#de# to standa#di*e state is also gi+en "#o+ision to maintain stoc item details in P-I%&oft( =owe+e# each P-I has ali e#t' add local stoc item details(



&toc items details added ' state o# P-I should e uniCue and the#efo#e du"lication of stoc item details a#e not allowed inP-I%&oft(

%s an accounting official 'ou can manage the stoc item details of all commodities in the PRIASoft a""lication(

Page 278 of 633

1(.3 Addin! Stoc4 Ite#s

/he a""lication "#o+ides 'ou with the facilit' to add the details of stoc items fo# the Pancha'at( Eou can maintain anin+ento#' and monito# the status and usage of all such items in the PRIASoft a""lication(



Page 279 of 633

1(.$ Addin! Stoc4 Ite#s – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(

&te" 1 >n the PRIASoft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic Stoc4 Ite#s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te" 3 ,lic Add to #eco#d a stoc item in the s'stem(

/he Add Ite# "age is dis"la'ed( /his "age allows 'ou to add new items to the stoc maste# list(

;otice that the#e a#e ce#tain field ma# ed with #ed aste#is s Q this means these field a#e mandato#' and cannot e leftlan (

&te" 4 In the Ite# )escri*tion field ente# an a""#o"#iate desc#i"tion of the stoc item 'ou# accounting entit' wants to addto the stoc maste# list( In this e!am"le we will t'"e !unn" b&!s (

>"tionall' in the Ite# )escri*tion 9=oc&l =&n!u&!e: field 'ou can t'"e in a desc#i"tion of the item in a desi#ed #egionallanguage(

&te" 5 ,lic the Ite# nit d#o" down to +iew a list of units a+aila le fo# selection(

&te" 6 &elect an a""#o"#iate unit fo# the item( In this e!am"le we will select 7u#ber (

&te" 7 ,lic S&ve to sa+e the details ente#ed(

Page 280 of 633

&te" 8 % dialog o! containing a success message is dis"la'ed( ,lic O, (

7oteG If 'ou add an item that al#ead' e!ists in the &tate s items list a message stating that the S Ite# 7&#e &lre&d" eDistsis dis"la'ed( ,lic O, to close the message o!(

&te" 9 ,lic 'lose (



&te" 10 % message o! stating that the S )&t& entered b" "ou will not be s&ved is dis"la'ed( ,lic es to close themessage o! without sa+ing the details and #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' add stoc item details in the s'stem(

Page 281 of 633

1(.( Modif"in! Stoc4 Ite#s

%t times 'ou ma' want to modif' e!isting stoc item details in the a""lication( )o# e!am"le 'ou ma' ha+e ente#ed inco##ectinfo#mation o# some info#mation that ma' ha+e changed o# ecome o solete( In all such cases the info#mation needs to eu"dated(


Pre conditions

& i h ld h dd d d d i h ' i #d # dif' h i# d il (



&toc items should ha+e een added and sa+ed in the s'stem in o#de# to modif' thei# details(>nl' those stoc items can e modified on which t#ansactions ha+e not een ca##ied out(Items that a Pancha'at issues to othe# agencies cannot e modified(

Post 'onditions&a+ed stoc item details will e a+aila le fo# fu#the# modification(

,lic 7eDt to +iew a demonst#ation on modif'ing stoc items(

Page 282 of 633



,ong#atulations( Eou ha+e now lea#nt to successfull' modif' stoc details in the s'stem(



Page 284 of 633

1(.8 Biewin! Stoc4 Ite#s

Eou ma' want to +iew stoc details fo# +a#ious "u#"oses afte# c#eating o# modif'ing them(


Pre conditions

&toc items should ha+e een added and sa+ed in the s'stem in o#de# to +iew thei# details(

lic 7eDt to +iew a demonst#ation on +iewing stoc item details(



,lic 7eDt to +iew a demonst#ation on +iewing stoc item details(

Page 285 of 633

1(.; Biewin! Stoc4 Ite#s )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the PRIASoft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(


&te" 2 ,lic Stoc4 Ite#s to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(



&te" 3 ,lic Biew to +iew the items that ha+e al#ead' een added ' the logged in accounting entit'(

&te" 4 /he Biew Ite# =ist "age with details a out all e!isting stoc items is dis"la'ed( &c#oll down the "age to +iew thedetails(

&te" 5 ,lic 'lose to close the Biew Ite# =ist "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to +iew &toc Item details in the s'stem(

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1(.> Module Su##&r"

We ha+e now #eached the end of this module on $anaging &toc Items( In this module we lea#nt to:

$anage &toc Items(



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1+.0 Module S*ecif"in! t e O*enin! /&l&nce of '&s

1+.1 Module Objectives

Welcome to the module on &"ecif'ing the >"ening @alance of ,ash(

In this module we will lea#n to manage the o"ening alance amount a+aila le unde# +a#ious schemes com"onents ma""edfo# a Jilla Pancha'at(



Page 288 of 633

1+.2 Overview

%n %ccounting ntit' ma' #ecei+e funds f#om +a#ious schemes which the %ccounting ntit' ma' sto#e in +a#ious accounts inan s t#easu#ies and "ost offices(

/hese funds ma' e dis u#sed to eneficia#ies fo# +a#ious "u#"oses( /he#efo#e the a+aila le alances must e u"dated andmaintained at all times(

%s a P-I accounts official it is essential fo# 'ou to u"date in the s'stem all t#ansactions #elated to fund "a'ment f#om+a#ious schemes(



P-I%&oft allows 'ou to #eco#d and u"date t#ansactions in+ol+ing fund t#ansfe# to +a#ious eneficia#ies and to com"ute thea+aila le alances(

/he a""lication u"dates the o"ening and closing alance of the schemes( P-I%&oft also allows 'ou to ensu#e 'ou#e!"enditu#e does not o+e#shoot the a+aila le alance( /he a""lication hel"s 'ou sta' info#med a out the status of fundsf#om +a#ious schemes held ' a s"ecific %ccounting ntit' in +a#ious accounts(

?et us now e!"lo#e how to manage o"ening alance ent#ies of the accounts held ' the accounting entities in P-I%&oft(

Page 289 of 633

1+.3 Addin! O*enin! /&l&nce )et&ils

We will fi#st e!"lo#e how to s"ecif' the >"ening @alance of amounts a+aila le in ,ash in =and @an %ccount s /#easu#'%ccount s and Post >ffice %ccount s (

/o s"ecif' the o"ening alance fo# an %ccounting ntit' 'ou must e logged onto the P-I%&oft a""lication with the JillaPancha'at %dminist#ato# s #ole(

>"ening @alance should e s"ecified account scheme com"onent #ecei"t head wise(




g (

Pre 'onditions/o e a le to s"ecif' the o"ening alance fo# 'ou# P-I 'ou must ensu#e that 'ou ha+e:

,#eated an accounts t#easu#' accounts and "ost office accounts(

>nl' the schemes fo# which the #ecei"t o ect heads a#e defined a#e a+aila le fo# s"ecif'ing the o"ening alance( /hisis ecause the s'stem dis"la's onl' those &chemes ,om"onents that a#e ma""ed and > ect =eads c#eated at the

-ecei"t =ead(

Post 'onditions

>nce the o"ening alance is s"ecified 'ou can "e#fo#m the t#ansactions #elated to >"ening alance such as >@ad+ance ad ustment(/he s"ecified o"ening alance will now e a+aila le fo# modification f#ee*ing Dnf#ee*ing(%s the#e could e scheme le+el use#s the associated use# would onl' e allowed to sa+e the o"ening alance ent#'fo# the accounting entit'( =owe+e# an %dminist#ato# would e gi+en the "#i+ilege to +e#if' and )#ee*e the o"ening

alance details of the &cheme com"onent fo# the financial 'ea#(%s a P-I administ#ato# if 'ou f#ee*e the o"ening alance without closing the da' oo 'ou can unf#ee*e the o"ening

alance to ca##' out modifications( @ut once the administ#ato# sta#ts closing the da' oo all the >"ening @alancedetails would e shown as #ead onl'( Eou would not e a le to unf#ee*e modif' an' of the >"ening @alance details(

Page 290 of 633


/he o"ening alance ent#' is to e #eco#ded once fo# the fi#st financial 'ea# f#om which the %ccounting ntit'egins #eco#ding t#ansactions in P-I%&oft( /he %ccounting ntit' needs to manuall' s"ecif' the o"ening alance

fo# the amount a+aila le in =and in +a#ious accounts and an' outstanding ad+ance due with em"lo'ee P-Is%genc' o# ?ine Ae"a#tment(When an %ccounting ntit' closes the fi#st financial 'ea# the a""lication will automaticall' com"ute the o"ening

alance fo# the ne!t and all su seCuent financial 'ea#s( /he closing alance of the "#e+ious financial 'ea# will thenecome the o"ening alance fo# the ne!t financial 'ea#( )o# the ne!t 'ea# the >"ening @alance would e in #ead

onl' mode(If 'ou ha+e not s"ecified the o"ening alance the s'stem will allow 'ou to sa+e t#ansactions such as adding



g g"a'ment +ouche#s( =owe+e# while f#ee*ing the "a'ment +ouche# o# closing the Aa' @oo the s'stem will "#om"t'ou to s"ecif' the o"ening alance( If no o"ening alance e!ists the s'stem "#esumes it as *e#o o"ening alance(/he '&s in F&nd A#ount )e*osit A#ount Adv&nces A#ount and Tot&l A#ount fields on the O*enin!/&l&nce ntr" "age allow 'ou to #eco#d the o"ening alance a+aila le fo# an %ccounting ntit' unde# a selectedscheme com"onent( /hese fields will eithe# e *e#o o# dis"la' the "#e+ious amount ente#ed( Eou can modif' an'dis"la'ed +alue ' ente#ing a new one(

,lic 7eDt to +iew a demonst#ation on adding o"ening alance details fo# a scheme(

Page 291 of 633

1+.$ Addin! O*enin! /&l&nce )et&ils )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the #eCui#ed field t'"e in the #eCui#ed Dse#name and Passwo#d( &te" 1 > se#+e that 'ou a#e di#ected to Select Role "age whe#e 'ou can select the #ole( ,lic the Role d#o" down to

+iew a list of #oles(&te" 2 )#om the list select a #ole( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.&te" 3 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(&te" 4 ,lic M&ster ntr" to +iew the tas s 'ou can "e#fo#m unde# this menu(&te" 5 &elect O*enin! /&l&nce ntr" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 6 ,lic Add5Modif"5%ree6e to add the o"ening alance details into the s'stem(

;ote: /he O*enin! /&l&nce ntr" "age fo# the %in&nci&l e&rG 2010 2011 is dis"la'ed( /he )inancial Eea# 2010 2011



;ote: /he O enin! /&l&nce ntr age fo# the %in&nci&l e&rG 2010 2011 is dis la ed( /he )inancial Eea# 2010 2011signifies that %nugul has sta#ted o"e#ating t#ansaction in P-I%&oft f#om this 'ea#(/his "age dis"la's the data fields #eCui#ed to s"ecif' the o"ening alance a+aila le fo# the %ccounting ntit' fo# that financial'ea#( ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .;ote that this "age will dis"la' onl' those schemes and com"onents that a#e ma""ed fo# 'ou# P-I and ha+e o ect headsc#eated at the #ecei"t head le+el(?et s e!"lo#e the fields in the O*enin! /&l&nce ntr" "age(;ote: /he O*enin! /&l&nce ntr" "age dis"la's the following columns: %ree6e T"*e of %und '&s in F&nd A#ount)e*osit Adv&nces A#ount and Tot&l A#ount ( /he %ree6e chec o! allows 'ou to f#ee*e the o"ening alance details( %fte# f#ee*ing that "a#ticula# #eco#d will not ea+aila le fo# modification(/he T"*e of %und section dis"la's schemes com"onents classified unde# Own Resources 'entr&l S*onsored Sc e#esand St&te S*onsored Sc e#es ma""ed to the P-I()o# e!am"le T irteent %in&nce 'o##ission 9TF%': which is a ,ent#al &"onso#ed &cheme has fou# com"onents

ener&l Are& /&sic r&nt ener&l Are& Perfor#&nce r&nt S*eci&l Are& /&sic r&nt and S*eci&l Are&Perfor#&nce r&nt ( In P-I%&oft 'ou need to s"ecif' the o"ening alance fo# all com"onents se"a#atel'(/he '&s in F&nd A#ount field allows 'ou to s"ecif' the a+aila le cash amount in hand unde# the co##es"ondingscheme com"onent(/he )e*osit section dis"la's the de"osit account info#mation( @an /#easu#' and "ost office t'"e accounts ma""ed to the#es"ecti+e scheme com"onent while c#eating the accounts( /his section dis"la's fields such as Account T"*e Account 7oand A#ount (/he Account T"*e field dis"la's onl' those @an /#easu#' and Post >ffice %ccounts which ha+e een ma""ed to a schemewhile c#eating the #es"ecti+e accounts( )o# mo#e info#mation #efe# to the $odule: %dd @an %ccount %dd /#easu#'

Page 292 of 633

%ccount %dd Post >ffice %ccount #es"ecti+el'(/he Account 7u#ber field dis"la's all the accounts maintained ' the scheme( If the#e is a single account fo# multi"leschemes then the o"ening @alance should e #eco#ded scheme wise "e#taining to this account(/he A#ount field allows 'ou to s"ecif' the amount a+aila le fo# each account num e#(/he Adv&nce A#ount field allows 'ou to s"ecif' an' outstanding ad+ance against em"lo'ee P-I o# %genc'(;ow let us add the o"ening alance co##es"onding to a "a#ticula# scheme(

&te" 7 Dnde# 'entr&l S*onsored Sc e#e in the '&s in F&nd field co##es"onding to M 7&tion&l Rur&l

#*lo"#ent u&r&ntee Act 9M 7R A: t'"e the cash in hand amount a+aila le fo# this scheme( In this e!am"le wewill t'"e 10 000. &imila#l' 'ou can s"ecif' the o"ening alance an account wise o# t#easu#' account wise(/he O*enin! /&l&nce ntr" "age dis"la's fou# uttons S&ve %ree6e 'le&r and 'lose (



/he O enin! /&l&nce ntr age dis la s fou# uttons S&ve %ree6e le&r and lose (,lic ing the S&ve utton sa+es the o"ening alance ent#' fo# the financial 'ea#(Eou need to select the cheCue o! esides the scheme com"onent and clic on the %ree6e utton to sa+e and f#ee*e thedetails "e#manentl'( =owe+e# the use# with the assigned #ole of %dminist#ato# would e allowed to )#ee*e the o"ening

alance details(,lic ing 'lose will not allow fu#the# modifications(,lic ing 'le&r would #emo+e all the selections f#om the s'stem(

&te" 8 ,lic &a+e to sa+e the >@ details(% success message stating that the data has een sa+ed successfull' is dis"la'ed(,ong#atulations( Eou ha+e now lea#nt to s"ecif' o"ening alance details fo# a scheme(

Page 293 of 633

1+.( S*ecif"in! Adv&nces to /enefici&ries

% scheme ma' ha+e gi+en ad+ances to its eneficia#ies du#ing the "#e+ious financial 'ea#( It is im"o#tant to s"ecif' allunad usted ad+ances on the O*enin! /&l&nce ntr" "age( /he unad usted ad+ance could e against an m"lo'ee P-I%genc' ?ine Ae"a#tment o# >the# cont#actual %gencies(

/o s"ecif' the ad+ances 'ou must e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(

,lic 7eDt to +iew a demonst#ation on s"ecif'ing ad+ances to +a#ious eneficia#ies(



Page 294 of 633

1+.+ S*ecif"in! Adv&nces to /enefici&ries )e#onstr&tion

Eou a#e al#ead' logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato#s #ole( /he P-I%&oft main menu"age is dis"la'ed(

&te" 1 >n the P-I%&oft main menu "age clic $aste# nt#' to e!"and the menu(&te" 2 ,lic O*enin! /&l&nce ntr" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add5Modif"5%ree6e to s"ecif' the ad+ances to eneficia#ies in the s'stem(

;ote: /he >"ening @alance nt#' "age fo# the )inancial Eea#: 2010 2011 is dis"la'ed( /he )inancial Eea# 2010 2011 signifiesthat %nugul has sta#ted o"e#ating t#ansaction in P-I%&oft f#om this financial 'ea#(We will fi#st e!"lo#e how to add ad+ance amount fo# #*lo"ee in the O*enin! /&l&nce ntr" "age(

&te" 4 Dnde# ,ent#al &"onso#ed &cheme $ ;ational -u#al m"lo'ment ua#antee %ct $ ;- % clic the Adv&nces



, $ ; $ ;A#ount field to s"ecif' the ad+ance amount fo# a eneficia#' unde# this scheme(;ote: > se#+e that on mo+ing the mouse o+e# the Adv&nces A#ount field a message o! dis"la's Lclic he#e to ente# thead+ance detailsM(;ote: /he Adv&nces window fo# a s"ecific financial 'ea# is dis"la'ed( /his window dis"la's a list of eneficia#ies such asagencies em"lo'ees P-Is othe#s and line de"a#tments( Eou can select an'one to s"ecif' the ad+ance amount gi+en to the

eneficia#' du#ing the "#e+ious financial 'ea#(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means that these a#e mandato#' and cannot eleft lan (?et us now lea#n to s"ecif' the ad+ance amount fo# an em"lo'ee(;ote: In the Adv&nce !iven to section select #*lo"ee to s"ecif' the ad+ance amount gi+en to that em"lo'ee(

&te" 5 ,lic the Select #*lo"ee d#o" down to +iew a list of em"lo'ees elonging to the accounting entit'(&te" 6 &elect an em"lo'ee f#om the list( In this e!am"le we will select A=O, MISFRA (

;ote: % 'l&ssific&tion ta le is dis"la'ed( /his ta le dis"la's th#ee catego#ies of %ccount =eads M&jor Fe&d Minor Fe&d and Object Fe&d. Eou can gi+e ad+ances onl' unde# the Object Fe&ds that a#e inded at the #ecei"t head le+el fo# thementioned scheme which in this case is $ ;- %( /he ta le also dis"la's the data fields #eCui#ed to s"ecif' the amount ofad+ance "aid to an em"lo'ee and othe# t#ansaction details(/he M&jor Fe&ds unde# which 'ou can "#o+ide ad+ances to em"lo'ees a#e: 8+10 – =o&n to P&nc &"&t #*lo"ees and;((0 – 'ivil Adv&nces.

&te" 7 )#om the 'l&ssific&tion ta le select an' %ccount =ead classification( In this e!am"le we will select ;((0 'ivilAdv&nces co##es"onding to the A2 7R S Object Fe&d.

&te" 8 In the A#ount field t'"e the em"lo'ee ad+ance amount( In this e!am"le we will t'"e 2000 (&te" 9 In the P&rticul&rs field t'"e the details of the t#ansaction( In this e!am"le we will t'"e Adv&nces !iven to Alo4

Mis r& for office eD*enses (

Page 295 of 633

;ote: /he Add 7eDt ntr" utton allows 'ou to add mo#e ent#ies into the s'stem( If 'ou clic the utton the fi#st ent#' getssa+ed( Eou can modif' the ent#' details ' clic ing the dit utton o# delete the enti#e ent#' ' clic ing the )elete utton(7ote to )G Ple&se s*lit t e de#o &t t is *oint.;ote: &imila#l' 'ou can s"ecif' the ad+ance amount fo# agencies line de"a#tments "ancha'ats and othe# cont#actualagencies(/o s"ecif' the ad+ance amount fo# an agenc' he#e is a gist of the ste"s 'ou need to "e#fo#m:

1( In the Adv&nce !iven to section select A!enc" to s"ecif' the eneficia#'2( &elect PRI to select the entit' to which 'ou ha+e gi+en the ad+ance amount in the "#e+ious financial 'ea#(3( ,lic the Select t e P&nc &"&t d#o" down list to +iew a list of Pancha'at le+els( % Jilla Pancha'at can gi+e ad+ances

onl' to its lowe# tie#s /loc4 P&nc &"&t and Bill&!e P&nc &"&t (4( &elect a Pancha'at le+el f#om the list(



5( ,lic the )istrict d#o" down list to +iew a list of dist#icts(6( )#om the list select a dist#ict(7( ,lic the /loc4 P&nc &"&t d#o" down list to +iew a list of @loc Pancha'ats(8( )#om the list select a @loc Pancha'at(9( % 'l&ssific&tion ta le is dis"la'ed( /his ta le dis"la's th#ee catego#ies of %ccount =eads $a o# =ead $ino# =ead

and > ect =ead( Eou can gi+e ad+ances onl' unde# the > ect =eads that a#e inded at the #ecei"t head le+el fo# thescheme $ ;- %( /he ta le also dis"la's the data fields #eCui#ed to s"ecif' the amount of ad+ance "aid to the P-Isand othe# t#ansaction details( &elect an' %ccount =ead classification f#om the ,lassification ta le(

;ote: /he M&jor Fe&d unde# which 'ou can "#o+ide ad+ances to P-Is is 8550 N ,i+il %d+ances(10(In the A#ount field t'"e in the P-I ad+ance amount(11(In the P&rticul&rs t'"e in the t#ansaction details(

/o s"ecif' the ad+ance amount fo# a line de"a#tment he#e is a gist of the ste"s 'ou need to "e#fo#m:1( In the Adv&nce !iven to section select A!enc" to s"ecif' the eneficia#'2( &elect =ine )e*&rt#ent to select the entit' to which 'ou ha+e gi+en the ad+ance amount in the "#e+ious financial

'ea#(3( ,lic the Select t e P&nc &"&t d#o" down list to +iew a list of Pancha'at le+els(4( /he#e a#e th#ee le+els of Pancha'ats dis"la'ed in the Select t e P&nc &"&t d#o" down list( D"on selecting a

Pancha'at le+el the s'stem will dis"la' onl' those line de"a#tments which come unde# that Pancha'at le+el( &elect a

Pancha'at le+el f#om the list( If 'ou select Jilla Pancha'at the s'stem will dis"la' all the Jilla Pancha'at le+el linede"a#tments(5( ,lic the )istrict d#o" down list to +iew a list of dist#icts(6( )#om the list select a dist#ict(7( ,lic the /loc4 P&nc &"&t d#o" down list to +iew a list of @loc Pancha'ats(

Page 296 of 633

8( )#om the list select a @loc Pancha'at(9( ,lic the Bill&!e P&nc &"&t d#o" down list to +iew the list of .illage Pancha'ats(10( )#om the list select a .illage Pancha'at(11( ,lic the )ivision5Office d#o" down list to +iew a list of di+isions o# offices(12( )#om the list select a di+ision office(13(% 'l&ssific&tion ta le is dis"la'ed( /his ta le dis"la's th#ee catego#ies of %ccount =eads M&jor Fe&d Minor Fe&d

and Object Fe&d ( Eou can gi+e ad+ances onl' unde# the Object Fe&ds that a#e inded at the #ecei"t head le+el fo#the mentioned scheme( /he ta le also dis"la's the data fields #eCui#ed to s"ecif' the amount of ad+ance "aid to the =ine )e*&rt#ents and othe# t#ansaction details( &elect an' %ccount =ead classification f#om the ,lassification ta le(;ote: /he M&jor Fe&d unde# which 'ou can "#o+ide ad+ances to ?ine Ae"a#tment is 8550 N ,i+il %d+ances(

14(In the A#ount field t'"e in the ?ine Ae"a#tment ad+ance amount(



15(In the P&rticul&rs field t'"e in the t#ansaction details(

/o s"ecif' the ad+ance amount fo# othe# cont#actual agencies he#e is a gist of the ste"s 'ou need to "e#fo#m:1( In the Adv&nce !iven to section select A!enc" to select the eneficia#'(2( &elect Ot ers to s"ecif' the cont#acto# which 'ou ha+e gi+en the ad+ance amount in the "#e+ious financial 'ea#(3( ,lic the Select A!enc" d#o" down list to +iew a list of %gencies(4( /he Select A!enc" d#o" down list dis"la's a list of cont#acto#s ; >s o# othe# hel"ing agencies which ha+e een

s"ecified in the agenc' maste#( &elect an agenc' f#om the list(

5( % 'l&ssific&tion ta le is dis"la'ed( /his ta le dis"la's th#ee catego#ies of %ccount =eads M&jor Fe&d Minor Fe&dand Object Fe&d ( Eou can gi+e ad+ances onl' unde# the Object Fe&ds that a#e inded at the #ecei"t head le+el fo#the mentioned scheme( /he ta le also dis"la's the data fields #eCui#ed to s"ecif' the amount of ad+ance "aid to anA!enc" and othe# t#ansaction details( )#om the 'l&ssific&tion ta le select an' %ccount =ead classification(;ote: /he M&jor Fe&d unde# which 'ou can "#o+ide ad+ances to %gencies is 8550 N ,i+il %d+ances(

6( ,lic the A#ount field to ente# the %genc' ad+ance amount(7( ,lic the P&rticul&rs field to ente# the t#ansaction details( In this e!am"le we will t'"e Adv&nces !iven to &!enc" (

&te" 10 ,lic Sub#it to #etu#n to the O*enin! /&l&nce ntr" "age(/he &'stem will dis"la' the sum of all ad+ance amounts s"ecified ' the accounting entit' in the Adv&nces A#ount field(/he Tot&l A#ount field dis"la's the sum of all the fields cont#i uting to the o"ening alance this sum includes the sum of,ash in =and %mount Ae"osit %mounts In @an /#easu#' Post >ffice accounts and the %d+ance %mounts with #es"ect tothe scheme dis"la'ed unde# T"*e of %unds.

;ote: /he O*enin! /&l&nce ntr" "age dis"la's fou# uttons S&ve %ree6e 'le&r and 'lose (,lic ing the S&ve utton sa+es the o"ening alance ent#' fo# the financial 'ea#(Eou need to select the chec o! esides the scheme com"onent and clic on the %ree6e utton to sa+e and f#ee*e thedetails "e#manentl'( =owe+e# the use# with the assigned #ole of %dminist#ato# would e allowed to )#ee*e the o"ening

Page 297 of 633

alance details(,lic ing 'lose will not allow fu#the# modifications(,lic ing 'le&r would #emo+e all the selections f#om the s'stem(

&te" 11 In this e!am"le we will clic S&ve to sa+e the o"ening alance ent#' fo# the financial 'ea#(&te" 12 % success message stating that the data has een sa+ed successfull' is dis"la'ed( >n the message o! clic O, (

,ong#atulations( Eou ha+e now lea#nt to s"ecif' ad+ances to eneficia#ies on the o"ening alance "age(



Page 298 of 633

1+.8 Modif"in! O*enin! /&l&nce )et&ils

&u""ose at the eginning of the financial 'ea# 'ou s"ecified the o"ening alance details fo# a scheme ut late# 'ou foundout that the o"ening alance ent#' is inco##ect( Eou ma' want to u"date this ent#'( In such a case use the P-I%&ofta""lication to modif' and f#ee*e the o"ening alance ent#'(


Pre 'onditions

/he o"ening alance amount must e s"ecified ea#lie# fo# 'ou to e a le to modif' the #eco#d(/h " i l t # d t + d f # ' t l t difi ti (



/he o"ening alance ente#ed must e sa+ed fo# 'ou to e a le to ma e modifications(If 'ou f#ee*ed the o"ening alance ut did not close the Aa' @oo 'ou can unf#ee*e the o"ening alance to ma echanges( >nce 'ou close the Aa' @oo 'ou cannot ma e an' mo#e modifications(

Post 'onditions

/he modified o"ening alance will e a+aila le fo# sa+ing o# f#ee*ing( If 'ou ha+e onl' sa+ed the o"ening alance it is a+aila le fo# fu#the# modification(If 'ou f#ee*ed the o"ening alance it will no longe# e a+aila le fo# modification( Eou can then f#ee*e the #eco#ded

sa+ed "a'ment +ouche#s and close the da' oo (

Addition&l Infor#&tion/he#e is a one to one #elationshi" etween a scheme unde# which 'ou ha+e s"ecified the o"ening alance and thet#ansactions elonging to that scheme(

)o# e!am"le su""ose unde# the $ ;- % scheme 'ou ha+e oo ed a +ouche# on 01 04 2010 and closed the da' oo (;ow 'ou want to modif' the o"ening alance( It is "ossi le fo# 'ou to unf#ee*e the o"ening alance fo# the $ ;- %scheme onl' and ma e the modifications without unf#ee*ing the o"ening alance of the othe# schemes(

,lic 7eDt to +iew a demonst#ation on modif'ing the o"ening alance details fo# a "a#ticula# scheme(

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1+.; Modif"in! O*enin! /&l&nce )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In this e!am"le 'oumust e logged in as the %nugul Jilla Pancha'at %dminist#ato#(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic O*enin! /&l&nce ntr" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic Add5Modif"5%ree6e to modif' the o"ening alance details(

;ote: /he O*enin! /&l&nce ntr" fo#m fo# a s"ecific financial 'ea# which in this e!am"le is 2010 2011 dis"la's theschemes fo# which 'ou had s"ecified the o"ening alance ea#lie#( /hese schemes a#e now a+aila le fo# modifications(;ote: ;ow let us lea#n how to modif' and f#ee*e o"ening alance fo# a "a#ticula# scheme(

&te" 4 &elect a scheme fo# modif'ing o"ening alance( In this e!am"le we will select M 7&tion&l Rur&l #*lo"#ent



u&r&ntee 9M 7R : Act dis"la'ed unde# the 'entr&l S*onsored Sc e#e (&te" 5 ,lic the '&s in F&nd A#ount field of the selected scheme to t'"e in the #ele+ant amount( In this e!am"le we

will select the '&s in F&nd field co##es"onding to M 7R Act to #e"lace -s( 10000 with -s( 120000 as a #esultTot&l A#ount changes f#om >081138.+0 to >18>138.+0.;ote: When 'ou change the '&s in F&nd A#ount the Tot&l A#ount changes automaticall'(&imila#l' 'ou can modif' the de"osits a+aila le in @an %ccounts /#easu#' %ccounts Post >ffice %ccounts 'ou can alsomodif' the %d+ances gi+en unde# the selected scheme(;ote: Eou can clic the S&ve utton to sa+e the o"ening alance ent#' fo# the financial 'ea#( In this e!am"le we will selectthe chec o! co##es"onding to a s"ecific scheme com"onent and clic %ree6e to sa+e and f#ee*e the modifications"e#manentl'(

&te" 6 In this e!am"le we will select the scheme M 7R A. &te" 7 ,lic %ree6e to confi#m the modification(

% success message stating that the data has een sa+ed successfull' is dis"la'ed(&te" 8 ,lic O, to close the message o!(

;ote: /he O*enin! /&l&nce ntr" "age fo# a s"ecific financial 'ea# which in this e!am"le is 2010 2011 dis"la's thescheme M 7R A in this e!am"le fo# which 'ou made the modification in the o"ening alance( /he o"ening alancedetail is disa led fo# this scheme and is no mo#e a+aila le fo# modification(

&te" 9 ,lic 'lose to close the O*enin! /&l&nce ntr" "age and #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e lea#nt to modif' o"ening alance ent#ies(

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1+.> nfree6in! O*enin! /&l&nce )et&ils

&u""ose afte# f#ee*ing the o"ening alance details fo# a scheme 'ou found out that the o"ening alance ent#' is inco##ect(Eou ma' want to u"date this ent#' details( In such a case use the P-I%&oft a""lication to unf#ee*e the o"ening in o"ening

alance ent#' "age(


Pre 'onditionsGIf the #eco#ded o"ening alance details fo# schemes com"onents a#e f#ee*ed without closing of the Aa' @oo 'oucan unf#ee*e the o"ening alance to ma e changes(



Post 'onditionsG>nce the o"ening alance fo# the scheme com"onent is unf#ee*ed it will e ena led fo# modifications f#ee*ing andma ing "a'ments(


Eou can unf#ee*e the o"ening alance details scheme com"onent wise(

Eou can unf#ee*e the o"ening alance details of multi"le schemes com"onents(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing o"ening alance details fo# a "a#ticula# scheme(

Page 301 of 633

1+.10 nfree6in! O*enin! /&l&nce )et&ils – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In this e!am"le 'oumust e logged in as %nugul Jilla Pancha'at %dminist#ato#(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic O*enin! /&l&nce ntr" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic nfree6e to unf#ee*e the o"ening alance details(

;ote: /he n %ree6e O*enin! /&l&nce fo#m is dis"la'ed( /he fo#m dis"la's the scheme fo# which 'ou had f#ee*ed theo"ening alance ea#lie#( In this fo#m M 7&tion&l Rur&l #*lo"#ent u&r&ntee Act is dis"la'ed(;otice that the#e a#e ce#tain schemes which a#e ma# ed with two #ed dou le aste#is s QQ and a#e disa led fo# unf#ee*ing(/hese a#e the scheme fo# which the da' oo has een closed and will not e ena led fo# Dnf#ee*ing(

& " 4 & l h h ! ## " di h h " ' f# * ( /h ' ll



&te" 4 &elect the chec o!es co##es"onding to the scheme com"onent 'ou want to unf#ee*e( /he s'stem allowsunf#ee*ing o"ening alances details of multi"le schemes( In this e!am"le we will select the scheme M 7&tion&l Rur&l

#*lo"#ent u&r&ntee Act (&te" 5 ,lic S&ve to unf#ee*e the o"ening alance(

% success message stating that the o"ening alance has een unf#ee*ed successfull' is dis"la'ed(&te" 6 ,lic O, to close the message o!(&te" 7 ,lic 'lose to close the n %ree6e O*enin! /&l&nce fo#m and #etu#n to the P-I%&oft main menu "age(

;ote G/he O*enin! /&l&nce ntr" "age fo# a s"ecific financial 'ea# which in this e!am"le is 2010 2011 dis"la's theschemes co##es"onding to which 'ou unf#ee*ed the o"ening alance details( /he o"ening alance details a#e now ena led fo#this scheme fo# modification(,ong#atulations( Eou ha+e lea#nt to unf#ee*e o"ening alance ent#ies(

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1+.11 )eletin! O*enin! /&l&nce )et&ils

We ha+e added and modified the o"ening alance details fo# a scheme ea#lie#(

%n %ccounting ntit' ma' ha+e #eco#ded the o"ening alance fo# the set financial 'ea# ut in actual fact it ma' not want to#eco#d t#ansactions fo# that )inancial Eea#( In this situation modif'ing the o"ening alance ent#ies with 0 alances fo# anindi+idual scheme com"onent is a time consuming tas ( /o sim"lif' this "#ocess P-I%&oft facilitates 'ou to delete thecom"lete o"ening alance of the %ccounting ntit' fo# the set )inancial Eea#(


Pre 'onditionsG



Pre onditionsG

If 'ou ha+e sta#ted ente#ing +ouche#s the o"ening alance ent#' fo# that %ccounting ntit' will not e a+aila le fo#deletion instead an ale#t message will dis"la'( /he ale#t message states L ou c&nnot delete t e o*enin! b&l&nce&s "ou &ve st&rted enterin! vouc ers under t is sc e#e. M If the da' oo of an %ccounting ntit' has een closed the o"ening alance ent#' fo# that entit' will not e a+aila lefo# deletion instead an ale#t message will dis"la'( /he ale#t message states L ou c&nnot delete t e o*enin!b&l&nce &s "ou &ve closed t e d&" boo4 of t &t &ccountin! entit" M(

Post 'onditionsG/he o"ening alance ent#' once deleted is not a+aila le fo# sa+ing o# f#ee*ing(>nce the o"ening alance fo# this %ccounting ntit' is deleted the o"ening alance dis"la'ed will e 0 *e#o ( Eoucan now #e s"ecif' the o"ening alance fo# this accounting entit'(

,lic 7eDt to +iew a demonst#ation on deleting o"ening alance details(

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1+.12 )eletin! O*enin! /&l&nce )et&ils )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In this e!am"le 'oumust e logged in as the %nugul Jilla Pancha'at %dminist#ato#(

&te" 1 >n the P-I%&oft main menu "age clic M&ster ntr" to e!"and the menu(&te" 2 ,lic O*enin! /&l&nce ntr" to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(&te" 3 ,lic )elete to delete the o"ening alance details(&te" 4 /he )elete O*enin! /&l&nce fo#m fo# a s"ecific financial 'ea# which in this e!am"le is 2010 2011 is dis"la'ed(&te" 5 ,lic )elete to delete an o"ening alance ent#' f#om the a""lication(&te" 6 % success message stating that the data was deleted successfull' is dis"la'ed( ,lic O, to close the message o!(

;ote:If t# ti h # #d d i " i l t#' f # thi ti tit' th th " i l t#'



If no t#ansaction has een #eco#ded in o"ening alance ent#' fo# this accounting entit' then the o"ening alance ent#'would e a+aila le fo# deletion( % dialog o! containing a success message is dis"la'ed(If 'ou a#e in the "#ocess of ente#ing +ouche#s fo# that %ccounting ntit' in the a""lication and attem"t to delete theo"ening alance ent#' a dialog o! containing an ale#t message is dis"la'ed stating that L "ou c&nnot delete t eo*enin! b&l&nce &s "ou &ve st&rted enterin! vouc ers under t is sc e#e. M /he s'stem then does not allow 'outo delete an o"ening alance ent#' of an %ccounting ntit' f#om the a""lication(If the da' oo fo# that %ccounting ntit' has een closed and 'ou attem"t to delete the o"ening alance ent#' a dialog

o! containing an ale#t message is dis"la'ed stating that L "ou c&nnot delete t e o*enin! b&l&nce &s "ou &veclosed t e d&" boo4 of t &t &ccountin! entit" M(

&te" 7 ,lic 'lose to close the )elete O*enin! /&l&nce fo#m and #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e lea#nt to delete o"ening alance ent#ies(

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18.0 Module S*ecif"in! t e O*enin! /&l&nce of Stoc4 Ite#s


Welcome to the module on &"ecif'ing the >"ening @alance of &toc Items(

In this module we will lea#n to add modif' and +iew stoc o"ening alance details of Jilla Pancha'at(

/his module will ta e 15 min to com"lete(



Page 306 of 633

18.2 Overview

When an' P-I sta#ts using P-I%&oft it needs to decla#e all a+aila le stoc alance elonging to that "a#ticula# P-I(

P-I%&oft "#o+ides 'ou the facilit' to di#ectl' s"ecif' the o"ening alance fo# the items which a#e al#ead' a+aila le in thestoc item list defined ' the &tate %dminist#ato#(

If the item fo# which 'ou want to s"ecif' the o"ening alance is not a+aila le in the list of items 'ou can add the item to thelist of items al#ead' defined ' the &tate %dminist#ato#(

)o# mo#e info#mation on adding an item #efe# to the M&n&!in! Stoc4 Ite#s module(




?et us now e!"lo#e how to manage stoc o"ening alance ent#ies in P-I%&oft(

Pre 'onditionsnsu#e that the item is a+aila le in the stoc item list efo#e 'ou sta#t #eco#ding its o"ening alance(

Post 'onditions

/he o"ening alance once s"ecified is a+aila le fo# modification( /he stoc item is made a+aila le fo# sale and issue th#oughPa'ment .ouche#s(

Page 307 of 633

18.3 S*ecif"in! O*enin! /&l&nce of Stoc4 Ite#s )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In thise!am"le we log in as the A7 = Jilla Pancha'at %dminist#ato# (

&te" 2 > se#+e that 'ou a#e di#ected to the Select Role "age whe#e 'ou can select the #ole( ,lic the Role d#o" down to+iew a list of #oles(

&te" 3 )#om the list select a #ole( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.



) ( @

&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(


&te" 6 ,lic Stoc4 O*enin! /&l&nce to +iew the tas s that 'ou can "e#fo#m unde# this o"tion(

&te" 7 ,lic Add5Modif" to o"en the Stoc4 O*enin! /&l&nce fo#m(

&te" 8 ;ote /he Stoc4 O*enin! /&l&nce fo#m fo# the )inancial Eea# 2010 2011 is dis"la'ed( /his fo#m dis"la's the datafields #eCui#ed to add the details of o"ening alance(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e leftlan (

&te" 8 ,lic the Select Sc e#e d#o" down to +iew >wn -esou#ce ,ent#al &chemes and &tate &"onso#ed &chemes that

Page 308 of 633



c#eating the stoc items( /his is fi!ed and not a+aila le fo# modifications ecause the' a#e al#ead' used ' the othe#%ccounting ntit'(

&te" 14 In the <u&ntit" field t'"e the Cuantit' of items fo# which 'ou want to s"ecif' the o"ening alance unde# theselected #ecei"t head( In this e!am"le we t'"e will t'"e 20(

&te" 15 In the B&lue 9in Rs: field t'"e the +alue of 20 com"ute#s in stoc ( In this e!am"le we will t'"e (00000 (

&te" 16 If #eCui#ed 'ou can add multi"le items ' clic ing the Add lin ( In this e!am"le we clic Add to add anothe#



g (item fo# which o"ening stoc needs to e mentioned(

7oteG Eou can #emo+e an added item f#om the list ' clic ing Re#ove.

&te" 17 ,lic S&ve to sa+e the details(

&te" 18 G % success message stating the data was sa+ed successfull' is dis"la'ed( ,lic O, to close the message o!(

&te" 19 ,lic 'lose to close the Stoc4 O*enin! /&l&nce "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' s"ecif' o"ening alance of stoc items in the s'stem(

Page 310 of 633

18.$ Modif"in! O*enin! /&l&nce of Stoc4 Ite#s

%fte# adding the o"ening alance details of stoc items 'ou ma' want to u"date this info#mation( )o# e!am"le 'ou ma'want to change the stoc item name and its Cuantit'( In such a case 'ou can use the P-I%&oft a""lication to ma e thesechanges(

;ow let us lea#n how to modif' the stoc o"ening alance details co##es"onding to items s"ecific to 'ou# %ccounting ntit'(


Pre condition



/he o"ening alance a+aila le in stoc items must e s"ecified ea#lie# fo# 'ou to e a le to modif' the #eco#d(

Post condition%fte# modification the stoc o"ening alance amount is a+aila le fo# +iewing(

,lic 7eDt to +iew a demonst#ation on modif'ing stoc o"ening alance details(

Page 311 of 633

18.( Modif"in! O*enin! /&l&nce of Stoc4 Ite#s – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In thise!am"le we log in as the A7 = Jilla Pancha'at %dminist#ato#(





&te" 3 ,lic Add5Modif" to modif' the o"ening alance of a stoc item in the s'stem(

/he Stoc4 O*enin! /&l&nce "age fo# the )inancial Eea# 2010 2011 is dis"la'ed( /his "age allows 'ou to select a scheme tofund +a#ious items and to #eco#d o# modif' the o"ening alance of those items(

/he Stoc4 O*enin! /&l&nce %or# is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to modif' the stoc items o"eningalance details(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e leftlan (

&te" 4 ,lic the Select Sc e#e d#o" down to +iew >wn -esou#ce ,ent#al &chemes and &tate &"onso#ed &chemes whicha#e:

$a""ed fo# the %ccounting ntit'(@inded at the #ecei"t sides at the su head le+el while c#eating %ccount =eads classification( )o# mo#e info#mation#efe# to the module %ccount =eads(

&te" 5 &elect an a""#o"#iate scheme com"onent f#om the list unde# which the item is a+aila le in stoc ( In this e!am"le

Page 312 of 633

we will select T irteent %in&nce 'o##ission.

&te" 6 ,lic the Ite# 7&#e d#o" down to +iew a list of stoc items a+aila le in the &tate stoc list(

&te" 7 )#om this list select the item fo# which 'ou want to modif' the stoc o"ening alance( In this e!am"le we will select'o#*uter P'.

&te" 8 -e"lace 'o#*uter with 'o#*uter P'. 7oteG In the Dnit field o se#+e that the unit fo# ,om"ute# P, is set to ;um e#( /he unit is s"ecified at the &tate le+el while



c#eating the stoc items( /hese units a#e not a+aila le fo# modifications ecause the' a#e al#ead' s"ecified fo# the othe#%ccounting ntities(

&te" 9 In the <u&ntit" field t'"e the Cuantit' of items a+aila le unde# the selected #ecei"t head( In this e!am"le we willt'"e 1( to indicate the num e# of 'o#*uter P's a+aila le unde# the S*eci&l Are& /&sic r&nt #ecei"t head(

&te" 10 In the B&lue 9in Rs: field t'"e in the cost of 1( 'o#*uter P's ( In this e!am"le we will t'"e 10000 (

&te" 11 ,lic Modif" to ena le the modification of stoc (

7oteG % success message stating the data was sa+ed successfull' is dis"la'ed(

&te" 12 ,lic O, to close the message o! and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' o"ening alance of stoc items in the s'stem(

Page 313 of 633

18.+ Biewin! O*enin! /&l&nce of Stoc4 Ite#s

We ha+e added and modified the stoc o"ening alance details fo# items ma""ed to 'ou# %ccounting ntit' unde# a scheme(;ow 'ou ma' want to +iew the o"ening alance details of those stoc items(

Eou can use the P-I%&oft a""lication to +iew the %ccounting ntit' s o"ening alance details of stoc items(


Pre condition

/he o"ening alance a+aila le in stoc items must ha+e een added ea#lie# fo# 'ou to e a le to +iew the #eco#d(



Page 314 of 633

18.8 Biewin! O*enin! /&l&nce of Stoc4 Ite#s – )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In thise!am"le we must e logged in as A7 = Jilla Pancha'at %dminist#ato#(





&te" 3 ,lic Biew to +iew the o"ening stoc alance s"ecified ' the %ccounting ntit' fo# +a#ious stoc items(

7oteG /he Biew Stoc4 )et&ils "age is dis"la'ed( /his "age dis"la's all stoc o"ening alance details #eco#ded fo# 'ou#%ccounting ntit'(

7oteG > se#+e that the %in&nci&l e&r 2010 2011 is selected(

&te" 4 ,lic the Select Sc e#e d#o" down to +iew the stoc o"ening alance details of all items s"ecified ' the%ccounting ntit'(

&te" 5 )#om the Select Sc e#e d#o" down list select an a""#o"#iate scheme fo# which 'ou want to chec the o"eningalance of stoc items( In this e!am"le we will select T irteent %in&nce 'o##ission.

7oteG /he o"ening alance of the stoc items added unde# the selected scheme is dis"la'ed in a ta le( It also dis"la's all data'ou modified ea#lie#( ;ote that this "age dis"la's the latest data fo# the stoc items #eco#ded ea#lie#(

Page 315 of 633

&te" 6 ,lic 'lose to close the Biew Stoc4 )et&ils "age and #etu#n to the PRIASoft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew o"ening alance of stoc items in the s'stem(



Page 316 of 633

18.; Module Su##&r"

We ha+e now #eached the end of this module on &"ecif'ing the >"ening @alance( In this module we lea#nt to add modif'and +iew o"ening alance details fo# stoc items(



Page 317 of 633

1;.0 Module – S*ecif"in! /ud!et sti#&tes

1;.1 Module Objectives

Welcome to the module on &"ecif'ing @udget stimates(

In this module 'ou will lea#n to:

,a"tu#e initial udget estimates fo# #ecei"ts(,a"tu#e initial udget estimates fo# e!"enditu#es(,a"tu#e #e+ised udget estimates fo# #ecei"ts anda"tu#e #e+ised udget estimates fo# e!"enditu#es(



,a tu#e #e+ised udget estimates fo# e! enditu#es(


Page 318 of 633

1;.2 Overview

% P-I can "#e"a#e its udget in fou# sections( /hese a#e:-e+enue @udget showing its ea#nings f#om the a""#o"#iate sou#ces(Pa'ment @udget showing its e!"enditu#es on sala#ies and othe# items as #ele+ant(&taff @udget showing the e!isting staff st#ength fo# each ma o# catego#' of staff,a"ital @udget showing "#o"osed ca"ital e!"enditu#es on "#o ects of P-I which a#e eithe# fo# ette# functioningcont#ol o# fo# "#o+iding ette# se#+ice as ma' e a""#o"#iate(

In this module 'ou will lea#n how to ca"tu#e initial and #e+ised udget estimates fo# #ecei"ts and e!"enditu#es(



Page 319 of 633

1;.3 Initi&l /ud!et sti#&te for Recei*ts

P-I%&oft allows %ccounting ntities to #eco#d thei# initial udget estimates fo# #ecei"ts unde# the Sc e#es and OwnResources (

,lic 7eDt to +iew a demonst#ation on s"ecif'ing an Initial @udget stimate fo# -ecei"ts(



Page 320 of 633

1;.$ Initi&l /ud!et sti#&te for Recei*ts )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the Dse#name and Passwo#d fields t'"e in 'ou# use#name and "asswo#d( In thise!am"le we will login as Jilla Pancha'at administ#ato# fo# %nugul Jilla Pancha'at(

&te" 1 > se#+e that 'ou #e di#ected to &elect -ole "age whe#ein 'ou can select 'ou# #ole( ,lic the -ole d#o" down to +iewa list of #oles(

&te" 2 )#om the list select a #ole( In this e!am"le we will select Jilla Pancha'at %dminist#ato#(

&te" 3 lic &u mit to na+igate to the P-I%&oft main menu "age(



&te 3 ,lic &u mit to na+igate to the P I%&oft main menu age(

&te" 4 >n the P-I%&oft main menu "age select /ud!et sti#&tes Initi&l /ud!et sti#&tes to o"en the Initi&l /ud!et sti#&tes "age(;otice that the#e a#e ce#tain fields ma# ed with #ed aste#is Q it means these fields a#e mandato#' and cannot e left lan (

;ote: >n the Initi&l /ud!et sti#&te "age 'ou can s"ecif' the udgets fo# Recei*ts and D*enditures unde# the

Sc e#es and Own Resources ( In this case we want to s"ecif' the initial udget fo# Recei*ts unde# the Sc e#e (&te" 5 )#om the Account T"*e select Recei*ts (

&te" 6 ;ow clic #adio utton against Sc e#e (

;ote: /he Select Sc e#e d#o" down dis"la's all the cent#al and &tate schemes which a#e ma""ed fo# the assigned%ccounting ntit'(

&te" 7 )#om the list select the scheme fo# which 'ou want to s"ecif' the udget estimate( In this e!am"le we will selectT irteent %in&nce 'o##ission TF%' (

&te" 8 ,lic the M&jor Fe&d d#o" down(

&te" 9 )#om the list select the 1+01K r&nts in &id $a o# =ead(

;ote: %fte# 'ou select the $a o# =ead the s'stem dis"la's a ta le listing the Minor Fe&ds Sc e#e 'o#*onent 7&#es and Object Fe&ds unde# which the estimated udget can e s"ecified(

Page 321 of 633

&te" 10 In the /ud!et sti#&te 9in Rs.: field unde# > ect =ead r&nt in &ids 918: fo# the &cheme ,om"onent ;ameSP 'IA= AR A P R%ORMA7' RA7T 9SAP : unde# the $ino# =ead r&nts fro# 'entr&l overn#ent 9101: t'"e inthe estimated udget amount( In this e!am"le we will t'"e 100000 (

&te" 11 &imila#l' 'ou can s"ecif' the estimated udget fo# anothe# $ino# =ead in the ta le(

;ote: /he Initi&l /ud!et sti#&te "age dis"la's fi+e uttons S&ve %ree6e nfree6e 'le&r and 'lose ( ,lic ing S&ve ma es the Initial @udget stimate a+aila le fo# fu#the# modifications( ,lic ing %ree6e would f#ee*e the Initial @udget stimate

and it will not e a+aila le fo# modifications( ,lic ing nfree6e would again ma e the Initial @udget stimate a+aila le fo#modification( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ouli4e to continueH M If 'ou clic es on this message o! all modifications would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all modifications( If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b""ou would not be s&ved. Eould "ou li4e to continueH M If 'ou clic es on this message o! all modifications would e



ou would not be s&ved. Eould ou li4e to continueH M If ou clic es on this message o! all modifications would ee#ased and the "age would ust close down and if 'ou clic 7o on the message o! the s'stem would #etain all modifications(

&te" 12 ,lic S&ve to sa+e the modifications(

;ote: % message o! containing a success message is dis"la'ed(

&te" 13 >n this message o! clic O, (;ote: Eou can follow the same ste"s to S&ve %ree6e and nfree6e Initial @udget stimates fo# Own Resources unde# Recei*ts.,ong#atulationsK Eou ha+e now lea#nt to successfull' s"ecif' Initial @udget stimates fo# -ecei"ts in the s'stem(

Page 322 of 633

1;.( Initi&l /ud!et sti#&te for D*enditures

%ccounting entit' can #eco#d initial udget estimates fo# +a#ious e!"enditu#es o# "a'ments unde# &chemes and >wn-esou#ces(

,lic 7eDt to +iew a demonst#ation on s"ecif'ing an Initial @udget stimate fo# !"enditu#es(



Page 323 of 633

1;.+ Initi&l /ud!et sti#&te for D*enditures )e#onstr&tion

;ote: nsu#e 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# #ole(&te" 1 >n the P-I%&oft main menu "age select /ud!et sti#&tes Initi&l /ud!et sti#&tes to o"en the Initi&l

/ud!et sti#&tes "age(;otice that the#e a#e ce#tain fields ma# ed with #ed aste#is Q it means these fields a#e mandato#' and cannot e left lan (

&te" 2 )#om the Account T"*e select D*enditures (&te" 3 ,lic #adio utton against Sc e#e (

&te" 4 ,lic the Select Sc e#e d#o" down(

&te" 5 )#om the list select the scheme fo# which 'ou want to s"ecif' the udget estimate( In this e!am"le we will selectT irteent %in&nce 'o##ission TF%' (



T irteent %in&nce o##ission TF% (&te" 6 ,lic the M&jor Fe&d d#o" down(

&te" 7 )#om the list select 20(>KM&inten&nce of 'o##unit" Assets $a o# =ead(

;ote: >nce 'ou select the $a o# =ead the s'stem dis"la's a ta le listing the Minor Fe&ds and Object Fe&ds unde# whichthe estimated udget can e s"ecified(

&te" 8 In the /ud!et sti#&te 9in Rs.: field unde# > ect =ead E&!es 902: fo# the &cheme ,om"onent ;ame7 RA= AR A /ASI' RA7T 9 A/ : unde# the $ino# =ead M&inten&nce &nd Re*&irs 9101: t'"e in the estimated

udget amount( In this e!am"le we will t'"e $(000 (&te" 9 &imila#l' 'ou can s"ecif' the estimated udget fo# othe# $ino# =eads in the ta le(

;ote: /he Initi&l /ud!et sti#&te "age dis"la's fi+e uttons S&ve %ree6e nfree6e 'le&r and 'lose ( ,lic ing S&ve ma es the Initial @udget stimate a+aila le fo# fu#the# modifications( ,lic ing %ree6e would f#ee*e the Initial @udget stimateand it will not e a+aila le fo# modifications( ,lic ing nfree6e would again ma e the Initial @udget stimate a+aila le fo#modification( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ouli4e to continueH M If 'ou clic es on this message o! all modifications would e e#ased and if 'ou clic 7o on themessage o! the s'stem would #etain all modifications( If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered b""ou would not be s&ved. Eould "ou li4e to continueH M If 'ou clic es on this message o! all modifications would ee#ased and the "age would ust close down and if 'ou clic 7o on the message o! the s'stem would #etain all modifications(

&te" 10 ,lic S&ve to sa+e the modifications(

Page 324 of 633


&te" 11 >n this message o! clic O, (;ote: Eou can follow the same ste"s to S&ve %ree6e and nfree6e Initial @udget stimates fo# Own Resources unde#

D*enditures. ,ong#atulationsK Eou ha+e now lea#nt to successfull' s"ecif' Initial @udget stimates fo# !"enditu#es in the s'stem(



Page 325 of 633

1;.8 Revised /ud!et sti#&te for Recei*ts

%ccounting ntit' can #eco#d #e+ised udget estimates fo# #ecei"ts unde# &chemes and >wn -esou#ces(

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een(Pre 'ondition :

>nce the Initial @udget stimate fo# Recei*ts is f#ee*ed the s'stem will not allow 'ou to s"ecif' the Revised

/ud!et sti#&te fo# Recei*ts unde# that scheme( Eou must unf#ee*e the Initi&l /ud!et sti#&te fi#st(

,lic 7eDt to +iew a demonst#ation on s"ecif'ing a -e+ised @udget stimate fo# -ecei"ts(



Page 326 of 633

1;.; Revised /ud!et sti#&te for Recei*ts )e#onstr&tion

nsu#e 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# #ole(

&te" 1 >n the P-I%&oft main menu "age choose /ud!et sti#&tes Revised /ud!et sti#&tes to o"en the Revised/ud!et sti#&tes "age(;otice that the#e a#e ce#tain fields ma# ed with #ed aste#is Q it means these fields a#e mandato#' and cannot e left lan (

&te" 2 )#om the Account T"*e select Recei*ts (

&te" 3 ,lic #adio utton against Sc e#e (




&te" 5 )#om the list select T irteent %in&nce 'o##ission TF%' (


&te" 7 )#om the list select 1+01K r&nts in &id (

&te" 8 In the Revised /ud!et sti#&te 9in Rs.: field unde# > ect =ead r&nt in &ids 918: fo# the &cheme ,om"onent;ame 7 RA= AR A /ASI' RA7T 9 A/ : unde# the $ino# =ead r&nts fro# 'entr&l overn#ent 9101: t'"e in the#e+ised udget amount( In this e!am"le we will t'"e (00000 (

&te" 9 &imila#l' 'ou can s"ecif' the #e+ised udget fo# othe# $ino# =eads in the ta le(

;ote: /he Revised /ud!et sti#&te "age dis"la's fi+e uttons S&ve %ree6e nfree6e 'le&r and 'lose ( ,lic ing S&ve ma es the -e+ised @udget stimate a+aila le fo# fu#the# modifications( ,lic ing %ree6e would f#ee*e the -e+ised @udget

stimate and it will not e a+aila le fo# modifications( ,lic ing nfree6e would again ma e the -e+ised @udget stimatea+aila le fo# modification( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved.Eould "ou li4e to continueH M If 'ou clic es on this message o! all modifications would e e#ased and if 'ou clic 7o onthe message o! the s'stem would #etain all modifications( If 'ou clic 'lose the s'stem dis"la's a message L )&t& entered

b" "ou would not be s&ved. Eould "ou li4e to continueH M If 'ou clic es on this message o! all modifications woulde e#ased and the "age would ust close down and if 'ou clic 7o on the message o! the s'stem would #etain allmodifications(

Page 327 of 633

&te" 10 ,lic S&ve (



;ote: Eou can follow the same ste"s to S&ve %ree6e and nfree6e -e+ised @udget stimates fo# Own Resources unde# Recei*ts.

,ong#atulationsK Eou ha+e now lea#nt to successfull' s"ecif' -e+ised @udget stimates fo# -ecei"ts in the s'stem(



Page 328 of 633

1;.> Revised /ud!et sti#&te for D*enditures

%ccounting ntit' can #eco#d #e+ised udget estimates fo# e!"enditu#e o# "a'ment unde# &chemes and >wn -esou#ces(


Pre condition

>nce the Initial @udget stimate fo# !"enditu#es is f#ee*ed the s'stem will not allow 'ou to s"ecif' the -e+ised@udget stimate fo# !"enditu#es unde# that scheme( Eou must unf#ee*e the Initial @udget stimate fi#st(

,lic 7eDt to +iew a demonst#ation on s"ecif'ing a -e+ised @udget stimate fo# !"enditu#es(



Page 329 of 633

1;.10 Revised /ud!et sti#&te for D*enditures )e#onstr&tion

nsu#e 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# #ole(

&te" 1 >n the P-I%&oft main menu "age choose /ud!et sti#&tes Revised /ud!et sti#&tes to o"en the Revised/ud!et sti#&tes "age(;otice that the#e a#e ce#tain fields ma# ed with #ed aste#is Q it means these fields a#e mandato#' and cannot e left lan (

&te" 2 )#om the Account T"*e select D*enditures (

&te" 3 ,lic #adio utton against Sc e#e (




&te" 5 )#om the list select T irteent %in&nce 'o##ission TF%' (


&te" 7 )#om the list select 20(>KM&inten&nce of co##unit" Assets (

&te" 8 In the Revised /ud!et sti#&te 9in Rs.: field unde# > ect =ead E&!es 902: fo# the &cheme ,om"onent ;ame7 RA= AR A /ASI' RA7T 9 A/ : unde# the $ino# =ead M&inten&nce &nd Re*&irs 9101: t'"e in the #e+isedudget amount( In this e!am"le we will t'"e 2$00000 (&te" 9 &imila#l' 'ou can s"ecif' the #e+ised udget fo# othe# $ino# =eads in the ta le(

;ote: /he Revised /ud!et sti#&te "age dis"la's fi+e uttons S&ve %ree6e nfree6e 'le&r and 'lose ( ,lic ing S&ve ma es the -e+ised @udget stimate a+aila le fo# fu#the# modifications( ,lic ing %ree6e would f#ee*e the -e+ised @udget

stimate and it will not e a+aila le fo# modifications( ,lic ing nfree6e would again ma e the -e+ised @udget stimatea+aila le fo# modification( If 'ou clic 'le&r the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved.Eould "ou li4e to continueH M If 'ou clic es on this message o! all modifications would e e#ased and if 'ou clic 7o onthe message o! the s'stem would #etain all modifications( If 'ou clic 'lose the s'stem dis"la's a message L )&t& enteredb" "ou would not be s&ved. Eould "ou li4e to continueH M If 'ou clic es on this message o! all modifications would

e e#ased and the "age would ust close down and if 'ou clic 7o on the message o! the s'stem would #etain allmodifications(

&te" 10 ,lic S&ve (

Page 330 of 633


&te" 11 >n this message o! clic O, (;ote: Eou can follow the same ste"s to S&ve %ree6e and nfree6e -e+ised @udget stimates fo# Own Resources unde#

D*enditures.,ong#atulationsK Eou ha+e now lea#nt to successfull' s"ecif' -e+ised @udget stimates fo# !"enditu#es in the s'stem(



Page 331 of 633

1;.11 Module Su##&r"

Eou ha+e now #eached the end of this module on &"ecif'ing @udget stimates(

In this module 'ou lea#nt to:

,a"tu#e initial udget estimates fo# #ecei"ts(,a"tu#e initial udget estimates fo# e!"enditu#es(

,a"tu#e #e+ised udget estimates fo# #ecei"ts(,a"tu#e #e+ised udget estimates fo# e!"enditu#es(



Page 332 of 633

1>.0 Module Introduction to Bouc ers

1>.1 Module Objectives

Welcome to the module on Introduction to Bouc ers.

In this module we will lea#n a out +ouche#s and thei# t'"es(




Page 333 of 633

1>.2 Bouc ers Overview

&e+e#al t'"es of t#ansactions a#e ca##ied out ' an %ccounting ntit' on a da' to da' asis in+ol+ing flow of funds( /heset#ansactions a#e #eco#ded with the hel" of fou# diffe#ent t'"es of +ouche#s(?et us lea#n a out each t'"e of +ouche#(



Page 334 of 633

1>.3 T"*es of Bouc ers

/he diffe#ent t'"es of +ouche#s a#e -ecei"t .ouche# Pa'ment .ouche# ,ont#a .ouche# and Gou#nal .ouche#(

-ecei"t .ouche# N In -ecei"t +ouche#s 'ou can #eco#d details "e#taining to the funds mone' #ecei+ed ' the P-Is(Pa'ment .ouche# N In Pa'ment +ouche#s 'ou can #eco#d details "e#taining to the e!"enditu#e incu##ed ' P-Is(,ont#a .ouche# N In ,ont#a +ouche#s 'ou can #eco#d the t#ansfe# of funds within the scheme( /hat is an' fund flowthat ha""ens within a scheme ,ash to /#easu#' @an Post >ffice and +ice +e#sa (

Gou#nal .ouche# In Gou#nal +ouche#s 'ou can #eco#d the #ectification ent#'( /his is asicall' to #ectif' themisclassification of the +ouche# ent#'(

>nce data is ca"tu#ed co##ectl' in these +ouche#s the #ele+ant #e"o#ts li e ,ash @oo s ?edge# @oo s Gou#nal @oo s %nnual-ecei"ts and Pa'ments %ccount etc( can e gene#ated



Page 335 of 633

1>.$ Module Su##&r"

We ha+e now #eached the end of this module on Introduction to Bouc ers.

In this module we lea#nt a out +ouche#s and thei# t'"es(



Page 336 of 633

20.0 Module M&n&!in! Recei*ts


Welcome to the module on M&n&!in! Recei*ts.In this module we will lea#n to:•

%dd -ecei"ts(• $odif' -ecei"ts(• Aelete -ecei"ts(• )#ee*e -ecei"ts(• Dnf#ee*e -ecei"ts(• iew ecei"ts(



• .iew -ecei"ts(/his module should ta e a""#o!imatel' 50 minutes to com"lete(

Page 337 of 633

20.2 Recei*t Bouc ers Overview

% -ecei"t .ouche# is used ' an %ccounting ntit' to add o# ca"tu#e the details of an' inflow of funds to the Pancha'at(

>nce the %ccounting ntit' has set the financial 'ea# and has ente#ed the #eCuisite $aste# nt#' fo# ca##'ing outt#ansactions the' can fo#mall' ca"tu#e all details of the inflow of funds to a Pancha'at th#ough -ecei"t .ouche#(

/he %ccounting ntit' could ha+e inflow of funds in the fo#m of:

Ai#ect -ecei"ts/#ansfe# -ecei"ts%d+ance -ecei"ts-efunds of %d+ance -ecei"ts,ancellation of ,heCue-efunds of !cess Pa'ment



efunds of !cess Pa ment-efunds >f >@ %d+anceAi+e#sion -ecei"t

Ai#ect -ecei"ts Dsing )irect Recei*t o"tion an %ccounting ntit' #eco#dsthe #ecei"t of all the funds #ecei+ed ' the Pancha'at inhand @an /#easu#' Post >ffice accounts unde# ascheme own #esou#ce eithe# th#ough ,ash o# ,heCue(

/#ansfe# -ecei"ts Dsing the Tr&nsfer #ecei"t o"tion an %ccounting ntit'#eco#ds the #ecei"t of mone' t#ansfe##ed ' othe# accountingentities to it

%d+ance -ecei"ts Dsing the Adv&nce Recei*t o"tion an %ccounting ntit'#eco#ds the #ecei"t of ad+ance mone' gi+en ' othe#accounting entities(

Page 338 of 633

-efunds of %d+ance Dsing the Refund of Adv&nce o"tion an %ccounting ntit'#eco#ds the #ecei"t of #efund of ad+ance mone' f#om theP-Is %gencies m"lo'ees -esidents ?ine de"a#tments o#othe#s to whom ad+ance was gi+en using the "a'ment+ouche#(

,ancellation of ,heCue Dsing the '&ncell&tion of ' eNues o"tion an %ccountingntit' #eco#ds the cancellation of issued cheCues in case the

,heCue is lost e!"i#ed o# damaged( /his is asicall' a#e+e#se ent#' to cancel a "a'ment which is not made(

-efunds of !cess Pa'ments Dsing the Refund of Dcess P&"#ent o"tion an%ccounting ntit' #eco#ds the #ecei"t of #efund of e!cess"a'ment f#om the %gencies m"lo'ees -esidents ?ine



gde"a#tments o# othe#s to whom mone' was gi+en using the"a'ment +ouche#(

-efunds of >@ %d+ances Dsing the Refund of O/ Adv&nce o"tion an %ccountingntit' #eco#ds the #ecei"t of #efund of ad+ance mone'

against the ad+ance gi+en to the m"lo'ees %gencies-esidents ?ine Ae"a#tments o# othe#s du#ing the "#e+ious)inancial Eea#(

Ai+e#sion -ecei"t Dsing the )iversion Recei*t o"tion an %ccounting ntit'#eco#ds the #ecei"t of di+e#ted fund unde# a "a#ticula#scheme(

Page 339 of 633

20.3 Addin! Recei*t Bouc ers Overview

ach inflow of fund can e #eco#ded in P-I%&oft a""lication using the /#ansaction menu( We can add each t'"e of #ecei"tsunde# this(

;ow let us lea#n how to add each t'"e of +ouche#s(

,lic 7eDt to lea#n mo#e a out adding Ai#ect -ecei"t .ouche#s(



Page 340 of 633

20.$ Addin! )irect Recei*ts

Addin! )irect Recei*tsDsing )irect Recei*t o"tion an %ccounting ntit' adds the #ecei"t of all the funds #ecei+ed ' the Pancha'at in hand@an /#easu#' Post >ffice accounts unde# a scheme own #esou#ce eithe# th#ough cash o# cheCue(

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to add the Ai#ect -ecei"t .ouche# fo# his ntit' unde# the

scheme /hi#teenth )inance ,ommission N/=), and its com"onent ; -%? %- % @%&I, -%;/ fo# fund #ecei+ed inPancha'at In =and as cheCue(


Post conditionsG



%fte# sa+ing a -ecei"t .ouche# in P-I%&oft the +ouche# info#mation will e #eflected in the co##es"onding #e"o#ts +i*Aa' @oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'ments accounts(%fte# sa+ing -ecei"t .ouche# it will e a+aila le fu#the# fo# modification f#ee*ing and deletion(If we unf#ee*e al#ead' f#ee*ed -ecei"t .ouche# a histo#' is maintained at ac end in data ase(>nce the Aa' @oo is closed fo# date on which +ouche# was added it will not e a+aila le fo# fu#the# unf#ee*ing anddeletion(>nl' a P-I %dminist#ato# can )#ee*e +ouche#s( >the# use#s can onl' &a+e +ouche#s(

Pre conditionsG@efo#e adding a Ai#ect -ecei"t 'ou must ensu#e that all $aste# Aata is added in the data ase(If 'ou want to add a -ecei"t .ouche# co##es"onding to a @an 'ou must ensu#e that details of the #es"ecti+e @an@#anch @an %ccount and &chemes a#e c#eatedEou must also ensu#e that the schemes fo# which 'ou want to add #ecei"ts a#e inded at the -ecei"t =ead le+el andthe > ect =eads a#e c#eated at the -ecei"t =ead le+el fo# the scheme own #esou#ces and ma""ed a""#o"#iatel'(

Addition&l Infor#&tionIf 'ou ha+e selected multi"le schemes o# com"onents while s"ecif'ing %ccount =ead classifications unde# &chemes o# >wn

-esou#ces then$ulti"le ent#ies will e #eflected on left side of all ,ash @oo s unde# -ecei"ts side(It will e dis"la'ed on the -ecei"ts side of the %nnual -ecei"ts and Pa'ments account unde# "a#t %(In ?edge# @oo it will e #eflected unde# ,#edit column fo# selected scheme account head classification(

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,lic 7eDt to +iew a demonst#ation on adding Ai#ect -ecei"t details in a -ecei"t .ouche#(



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20.( Addin! )irect Recei*ts )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 3 Dnde# Bouc er Tr&ns&ctions clic Recei*t Bouc er to +iew the +a#ious tas s that 'ou can "e#fo#m unde#

-ecei"t .ouche#s(;ote > se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew -ecei"t .ouche#s(&te" 4 ,lic Add to add a -ecei"t .ouche#(

;ote > se#+e the 're&te Recei*t Bouc er "age( /his "age dis"la's &tate name Jilla Pancha'at name and 'ou#use#name( /he "age also dis"la's a Fel* featu#e( @' clic ing Fel* 'ou can access info#mation a out how 'ou can c#eate a-ecei"t .ouche#(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan .&te" 5 ,lic Recei*t T"*e to +iew a list of +a#ious #ecei"ts 'ou can c#eate(



, (&te" 6 )#om the list select a #ecei"t t'"e( In this e!am"le we will select )irect (&te" 7 In the Received nder section 'ou can select Sc e#es o# Own Resources to indicate whethe# the fund inflow is

f#om a scheme o# if 'ou ha+e #ecei+ed funds di#ectl' f#om an own #esou#ce li e sales ta! collection( In this e!am"le we willselect Sc e#es.

&te" 8 ,lic the Sc e#e 7&#e d#o" down to +iew a list of scheme names which a#e inded at the -ecei"t =ead le+el

while c#eating account heads(;ote: =e#e onl' those schemes will e dis"la'ed fo# selection which is ma""ed fo# 'ou# %ccounting ntit' and fo# which> ect =eads e!ist fo# #ecei+ing the funds at the -ecei"t =ead le+el(

&te" 9 )#om the list select a scheme name unde# which 'ou want to add the Ai#ect -ecei"t .ouche#( In this e!am"le wewill select T irteent %in&nce 'o##ission TF%'.

&te" 10 ;ote >nce 'ou select the Sc e#e the s'stem will "#om"t 'ou to s"ecif' othe# details such as Reference 7oBouc er )&te Sc e#e5'o#*onent A#ount 9in Rs.: and othe# fund #ecei"t #elated info#mation( In this e!am"le wewill fill in details onl' in the mandato#' fields(

&te" 10 ;ote If 'ou ha+e al#ead' added some -ecei"t .ouche#s efo#e this the s'stem will dis"la' the last ente#ed+ouche# date in the Bouc er )&te field while ente#ing a new +ouche#(

&te" 10 In the Bouc er )&te field t'"e in a date in the dd mm '''' fo#mat( In this e!am"le we will t'"e in0150$52010.

&te" 11 ;ote

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• Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# and should eless than the cu##ent date(

=e#e set financial 'ea# fo# the JP who has logged in is 2010 2011 then 'ou must ensu#e that the +ouche# date is etween01 04 2010 and the cu##ent date(

• Eou can also choose this date ' using the )&te Pic4er5'&lend&r "#o+ided( If 'ou clic the )&te Pic4er ' defaultit will dis"la' the calenda# co##es"onding to the date on which the last -ecei"t .ouche# was #eco#ded fo# 'ou#

accounting unit( Eou can then fli" th#ough the calenda# to choose 'ou# desi#ed date(• Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# and should e

less than the cu##ent date(



&te" 11 ,lic the Sc e#e5'o#*onent field to o"en a se"a#ate window dis"la'ing the Account Fe&d "age(;ote Account Fe&d "age allows 'ou to s"ecif' the head of accounts unde# which the +ouche# is eing added and the

amount #ecei+ed unde# selected scheme(;ote: =e#e dis"la'ed head of accounts is ased on $%& $odel %ccounting &'stem fo# Pancha'at defined ' ,ont#olle# and%udito# ene#al ,<% of India and $inist#' of Pancha'at -a $oP- (

Eou can s"ecif' details #ega#ding the %ccount =ead classification ' using eithe# of the two o"tions "#o+ided S#&rt Se&rco# )ro* )own Se&rc (In S#&rt Se&rc :Eou ma' sea#ch the %ccount =eads ' t'"ing an' digit of the %ccount =ead code o# the st#ing in the %ccount =eaddesc#i"tion( /he &'stem dis"la's 'ou a list of %ccount =eads com inations com"#ising of the ente#ed digit o# st#ingclassification(In )ro* )own Se&rc G &'stem will dis"la' all %ccount =eads such as $a o# =eads $ino# =eads and > ect =eads in a d#o" down list(;ote: &'stem will dis"la' 'ou onl' those $a o# =eads $ino# =eads and > ect =eads to which the selected scheme own#esou#ces is ma""ed at the -ecei"t side unde# &u =ead #efe# module: $anaging &u =eads

&te" 12 In this e!am"le we will select S#&rt Se&rc (;ote 12 ;ote > se#+e that the s'stem dis"la's the %ccount =eads 7 RA= AR A /ASI' RA7TS 7 RA= AR A

P R%ORMA7' RA7T SP 'IA= AR A /ASI' RA7T &nd S*eci&l Are& Perfor#&nce r&nt co##es"onding to thescheme T irteent %in&nce 'o##ission TF%'.

;ote /hese a#e the com"onents unde# which the mone' is #ecei+ed unde# /hi#teenth )inance ,ommission /=),(

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&te" 13 )#om the list select an %ccount =ead name( In this e!am"le we will select 7 RA= AR A /ASI' RA7T9 A/ :.

&te" 14 In the Account Fe&d field t'"e the %ccount =ead code( In this e!am"le we will t'"e 1+ (;ote: /he s'stem will dis"la' all %ccount =eads $a o# $ino# and > ect heads which ha+e the com ination of digits 1 and6(

&te" 15 )#om this list select an %ccount =ead detail( In this e!am"le we will select the fi#st o"tion dis"la'ed 1+01Gr&nts in &id 101G r&nts fro# 'entr&l overn#ent T1G TFIRT 7 %' (

;ote: /he =ead fo# #ecei+ing is #ants in aid(

&te" 15 ;ote =e#e 1+01G r&nts in &id indicates $a o# =ead 101G r&nts fro# 'entr&l overn#ent indicates $ino#=ead and T1G TFIRT 7 %' indicates > ect =ead(;ow if 'ou want to add details fo# -ecei"ts co##es"onding to an' amount #ecei+ed di#ectl' ' the Pancha'at li e ta!#ecei"ts mate#ial items etc( o# if an' #e+enue is gene#ated ' Pancha'at 'ou should see that the #ele+ant > ect =ead isc#eated fo# the s"ecific -ecei"t =ead(

&te" 16 In the A#ount 9in Rs.: field t'"e in the amount #ecei+ed( In this e!am"le we will t'"e 10000 (



&te" 16 ;ote > se#+e that the Account Fe&d "age dis"la's two uttons Sub#it and 'lose ( ,lic ing Sub#it would sa+ethe %ccount =ead details and #etu#n to the 're&te Recei*t Bouc er "age whe#eas clic ing 'lose would close the "agewithout sa+ing the %ccount =ead details(

&te" 17 In this e!am"le we will clic Sub#it afte# s"ecif'ing all #ele+ant details to sa+e the %ccount =ead details and#etu#n to the 're&te Recei*t Bouc er "age(

;ote We ha+e now added details co##es"onding to one %ccount =ead( If 'ou want to add details fo# amounts #ecei+edco##es"onding to multi"le %ccount =eads 'ou can do the same ' clic ing the Add lin "#o+ided( %gain the %ccount =ead"age will e dis"la'ed and we will follow the same "#ocedu#e which we ha+e followed fo# adding %ccount =ead details a o+e(Eou can also #emo+e the details added fo# a s"ecific %ccount =ead ' clic ing the Re#ove lin (

;ote > se#+e that on the 're&te Recei*t Bouc er "age in the A#ount 9in Rs.: field the total amount #ecei+ed in thefo#m of a Ai#ect -ecei"t is shown ' default as 10000 (

&te" 18 ,lic the Received In d#o" down to +iew a list of o"tions "#o+ided these o"tions allow 'ou to s"ecif' whethe#'ou ha+e #ecei+ed the amount as cash in hand Pancha'at in =and o# if its een de"osited in a @an /#easu#' o# Post>ffice account(

&te" 19 In this e!am"le we will select P&nc &"&t9in &nd:.&te" 19 ;ote )#om the Received In d#o" down if 'ou select /&n4 it im"lies that 'ou ha+e #ecei+ed this cash di#ectl' into

a s"ecific an account( In that case the s'stem will "#om"t 'ou to s"ecif' the an name and account num e# at whichthe cash has een de"osited( /he s'stem would dis"la' a list of account num e#s ma""ed with the selected scheme( )o#instance in this e!am"le we a#e adding +ouche#s fo# the scheme T irteent %in&nce 'o##ission ( ;ow f#om ReceivedIn if 'ou select /&n4 the s'stem will dis"la' all an account num e#s ma""ed fo# the scheme T irteent %in&nce

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'o##ission./he same #eCuisites a""l' fo# funds #ecei+ed in /easu#' and Post >ffice accounts as well(If in Received In d#o" down 'ou select /&n4 Tre&sur" o# Post Office ut 'ou# Pancha'at don t ha+e account c#eatedunde# the selected o"tion the s'stem will dis"la' an ale#t message stating that the#e a#e no accounts unde# the selectionmade(

&te" 20 ;ote ;ow that we ha+e s"ecified that the #ecei"t was in the fo#m of cash in hand ' Pancha'at we must alsomention the mode using which the funds we#e gi+en that is if it was gi+en out as '&s ' eNue )e#&nd )r&ft o#=etter5Advice was w#itten out(

&te" 21 ,lic the Recei*t )et&ils d#o" down to +iew a list of o"tions that allow 'ou to define the mode using which thefunds we#e #ecei+ed(&te" 22 In this e!am"le we will select ' eNue (&te" 22 ;ote If 'ou select '&s 'ou must s"ecif' the amount #ecei+ed as cash(

If 'ou select ' eNue the s'stem will "#om"t 'ou to ente# the ' eNue 7o ' eNue )&te Issuin! /&n4 7&#e and othe#P&rticul&rs of the #ecei+ed amount(



If 'ou select )e#&nd )r&ft the s'stem will "#om"t 'ou to s"ecif' the )) 7o t e )) )&te and the AA Issuin! /&n47&#e (If 'ou select =etter5Advice the s'stem will "#om"t 'ou to s"ecif' the =etter5Advice nu#ber and =etter5Advice )&te (

&te" 23 In the ' eNue 7o ' eNue )&te Issuin! /&n4 7&#e and P&rticul&rs fields t'"e in #ele+ant data( In thise!am"le in the fou# mentioned fields we will t'"e 10001; 0150$52010 STAT /A7, O% I7)IA and )irect Recei*ts

fro# 'entr&l overn#ent #es"ecti+el'(&te" 23 ;ote In the ' eNue 7o field 'ou can ente# 6 o# 7 digit num e#s( If 'ou ente# num e#s less than 6 digits thes'stem will dis"la' an ale#t message: ' eNue 7o #ust cont&in eD&ct + di!its (

&te" 23 ;ote > se#+e that the 're&te Recei*t Bouc er "age dis"la's fou# uttons S&ve %ree6e 'le&r and 'lose (,lic ing S&ve will sa+e all the details ente#ed(If 'ou clic %ree6e without fi#st sa+ing the +ouche# the s'stem will gene#ate a +ouche# num e#( /his is to indicate thatthough 'ou ha+e clic ed %ree6e without fi#st sa+ing the +ouche# the s'stem sa+es the details gene#ates the +ouche#num e# and also f#ee*es the +ouche#( % f#o*en +ouche# will not e a+aila le fo# modification unli e a sa+ed +ouche#(=owe+e# if 'ou ha+e ust sa+ed a +ouche# 'ou can #eo"en it late# and clic %ree6e to f#ee*e all details( In this case thes'stem will not gene#ate anothe# uniCue +ouche# num e#( It will onl' dis"la' a message that the +ouche# has een f#o*ensuccessfull'(;ow if 'ou want to modif' a f#o*en +ouche# 'ou can do the same ' clic ing nfree6e on a -ecei"t .ouche#( /his willunf#ee*e all +ouche# details the#e ' ena ling modification deletion( %s soon as we unf#ee*e al#ead' f#ee*ed #ecei"t +ouche#a histo#' is maintained at ac end in data ase(Eou can clic 'le&r to clea# all details ente#ed in the "age o# clic 'lose to close the "age without sa+ing the details

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ente#ed(&te" 24 In this e!am"le afte# filling all #ele+ant details clic S&ve to add all details ente#ed(&te" 24 ;ote > se#+e that a success message is dis"la'ed( In this message o! notice that a +ouche# num e# is

dis"la'ed( /his +ouche# num e# is uniCue and is auto gene#ated ' the s'stem( /his +ouche# num e# is in a s"ecific fo#mat(/he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l e&r5Bouc er t"*e5Auto !ener&ted vouc er nu#ber ( In thise!am"le o se#+e that the +ouche# num e# dis"la'ed is TF%'52010 20115R58 ( /his indicates the following:

TF%' N Aenotes the scheme name /hi#teenth )inance ,ommission unde# which 'ou ha+e #eco#ded the +ouche#(2010 2011 N Aenotes the set financial 'ea#

R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#8 N Aenotes that this is the 7 th +ouche# eing c#eated in the s'stem

&te" 24 ;ote 2 Eou can add this +ouche# num e# dis"la'ed in the success message this would e useful when 'ou want to+iew modif' that s"ecific +ouche# details(&a+ed +ouche# details a#e a+aila le fo# late# +iewing modification and deletion(



&te" 25 >n the message o! clic O, (&te" 25 ;ote ;ow on the f#esh 're&te Recei*t Bouc er Page clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to add Ai#ect -ecei"t details in a -ecei"t .ouche#(

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20.+ Tr&nsfer Recei*t Bouc ers – Overview

/he %ccounting ntit' ma' t#ansfe# funds to othe# %ccounting ntities fo# +a#ious "u#"oses( /he %ccounting ntit' thatt#ansfe#s the funds gene#ates a Pa'ment .ouche# fo# the funds t#ansfe##ed whe#eas the %ccounting ntit' that #ecei+es thefunds gene#ates a -ecei"t .ouche# fo# the funds #ecei+ed(

)o# e!am"le if 'ou# %ccounting ntit' #ecei+es funds f#om anothe# %ccounting ntit' 'ou need to add the #ecei"t of thesefunds(

P-I%&oft "#o+ides 'ou the facilit' to add all such t#ansactions in /#ansfe# -ecei"t .ouche#s(



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20.8 Addin! Tr&nsfer Recei*t Bouc ers

%s a P-I accounting official 'ou need to ee" a #eco#d of the funds #ecei+ed th#ough /#ansfe# Pa'ment .ouche#s in theP-I%&oft a""lication(


Pre 'onditionsG

/o add a /#ansfe# -ecei"t .ouche# a co##es"onding Pa'ment .ouche# should ha+e een added ' the sou#ce%ccounting ntit' which t#ansfe#s the funds to the #eci"ient %ccounting ntit'(/he sou#ce %ccounting ntit' must ha+e f#ee*ed /#ansfe# Pa'ment ouche# onl' then that +ouche# will e dis"la'ed



/he sou#ce %ccounting ntit must ha+e f#ee*ed /#ansfe# Pa ment .ouche# onl then that +ouche# will e dis la edfo# selection(@efo#e adding a /#ansfe# #ecei"t 'ou must ensu#e that all $aste# Aata is added in the data ase i(e( %ccount =eads@an /#easu#' Post office unde# which fund will e #ecei+ed should ha+e een c#eated and ma""ed fo# the #eci"ient%ccounting ntit'(

Post conditionsG%fte# 'ou sa+e a /#ansfe# -ecei"t .ouche# it will e a+aila le fo# +iewing modification and deletion(>nce the /#ansfe# -ecei"t .ouche# is added its co##es"onding /#ansfe# Pa'ment .ouche# will not e a+aila le fo#unf#ee*ing modification o# deletion(If we unf#ee*e al#ead' f#ee*ed /#ansfe# -ecei"t .ouche# a histo#' is maintained at ac end in data ase(>nce the Aa' @oo is closed fo# the date on which the +ouche# was added it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(%fte# sa+ing /#ansfe# -ecei"t .ouche#s the +ouche# info#mation will e #eflected in the co##es"onding #e"o#ts +i* Aa'@oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'ments accounts etc(

,lic 7eDt to +iew a demonst#ation on adding /#ansfe# -ecei"t .ouche#s(

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20.; Addin! Tr&nsfer Recei*t Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a @loc Pancha'at wants to #eco#d the t#ansfe# #ecei"t +ouche# fo# +illage "ancha'atunde# it( /his fund has een t#ansfe##ed ' Jilla "ancha'at to +illage "ancha'at unde# scheme /hi#teenth )inance,ommission N/=),(

&te" 1 ?og onto the P-I%&oft a""lication as a @loc Pancha'at %dminist#ato#( In this e!am"le we will log in as the @locPancha'at %dminist#ato# fo# the %nugul dist#ict( /o #eco#d a t#ansfe# #ecei"t +ouche# fo# %ntula .illage Pancha'at fo# funds#ecei+ed ' %nugul Jilla Pancha'at(

;ote: =e#e we a#e logging as @loc Pancha'at administ#ato# as loc "ancha'at has "#i+ilege to maintain accounts of +illage"ancha'at unde# it(

&te" 2 >n the Select Role "age f#om the Role d#o" down list select the #ole f#om which 'ou a#e going to #eco#d thet#ansfe# #ecei"t +ouche# against a co##es"onding t#ansfe# "a'ment +ouche#( In this e!am"le we will select Bill&!eP&nc &"&t Ad#inistr&tor



P&nc & &t Ad#inistr&tor.;ote: %ntula .illage Pancha'at falls unde# the %nugul /loc4 P&nc &"&t. /he#efo#e in the @loc P&nc &"&t - eNuiv&lent d#o" down list Anu!ul is dis"la'ed ' default(

&te" 3 )#om the Bill&!e P&nc &"&t - Nuiv&lent d#o" down list select the %ccounting ntit' which is #ecei+ing thefunds( In this e!am"le we will select Antul&.

&te" 4 ,lic Sub#it.&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 6 Dnde# Bouc er Tr&ns&ctions choose Recei*t Bouc er Add to add the #ecei"t of funds f#om the t#ansfe#

"a'ment +ouche#(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan . &te" 7 >n the 're&te Recei*t Bouc er "age f#om the Recei*t T"*e d#o" down select the desi#ed #ecei"t t'"e( In thise!am"le we will select Tr&nsfer.7oteG It is "#esumed ' the s'stem that a t#ansfe# "a'ment +ouche# has al#ead' een c#eated ' the sou#ce %ccounting

ntit' co##es"onding to which #ecei"t +ouche# can e added ' the #eci"ient %ccounting ntit'(%lso the #eci"ient %ccounting ntit' has al#ead' een s"ecified as the #eci"ient eneficia#' ' the sou#ce %ccounting ntit'which added the "a'ment in the t#ansfe# "a'ment +ouche#(

7oteG &u""ose the sou#ce %ccounting ntit' has not c#eated a t#ansfe# "a'ment +ouche# fo# a "a'ment made to the#eci"ient eneficia#'( In that case if the eneficia#' t#ies to add a t#ansfe# #ecei"t +ouche# the s'stem dis"la's an ale#tmessage stating that the#e a#e no t#ansfe# "a'ment +ouche#s to #ecei+e(

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7oteG % Tr&nsfer "age is dis"la'ed( /his "age dis"la's list of all t#ansfe# "a'ment +ouche#s c#eated ' the fund t#ansfe##ing"ancha'at( /he +ouche#s ma# ed with dou le #ed aste#is s QQ a#e t#ansfe# "a'ment +ouche#s added ' the sou#ce%ccounting ntit' that ha+e een sa+ed onl' ut not 'et f#ee*ed ' it so fa#( Eou can add a t#ansfe# #ecei"t +ouche# onl'against a f#ee*ed t#ansfe# "a'ment +ouche#(%lso 'ou can select onl' one "a'ment +ouche# to add a co##es"onding t#ansfe# #ecei"t +ouche#(

&te" 8 Dnde# Select choose the a""#o"#iate "a'ment +ouche#( In this e!am"le we will select the +ouche# ha+ing these#ial num e# $ that has een t#ansfe##ed ' the A7 = )istrict P&nc &"&t unde# the T irteent %in&nce'o##ission scheme(

&te" 9 ,lic Sub#it.7oteG /he 're&te Recei*t Bouc er "age is dis"la'ed again( %ll #ele+ant details f#om the t#ansfe# "a'ment +ouche# getsauto "o"ulated he#e on the 're&te Recei*t Bouc er "age( %ll these details a#e dis"la'ed in #ead onl' mode and cannot eedited(7oteG While adding the t#ansfe# "a'ment +ouche# if the mode of "a'ment is selected as =etter5Advice o# )irectTr&nsfer then info#mation f#om the "a'ment +ouche# will e auto "o"ulated on the 're&te Recei*t Bouc er "age in the#ead onl' mode( /hese info#mation has al#ead' een ca"tu#ed in the "a'ment +ouche# ' the sou#ce %ccounting ntit'(



#ead onl' mode( /hese info#mation has al#ead' een ca"tu#ed in the "a'ment +ouche# ' the sou#ce %ccounting ntit'(=owe+e# if the sou#ce %ccounting ntit' t#ansfe#s funds th#ough c eNue or )) then c eNue5)) nu#ber c eNue5))d&te c eNue5)) issuin! b&n4 n&#e and the &#ount details will e auto "o"ulated( Eou a#e #eCui#ed to fill theReceived In details ' s"ecif'ing whethe# the funds #ecei+ed in the P&nc &"&t 9in &nd: o# in /&n4 Tre&sur" or PostOffice &ccount ( Eou also need to s"ecif' the Account no. unde# which the t#ansfe##ed "a'ment is eing #ecei+ed . >nl' theaccount num e#s ma""ed with the selected scheme while c#eating that account in maste#s will e dis"la'ed he#e (In thiscase accounts ma""ed with /hi#teenth )inance ,ommission will e dis"la'ed fo# selection in d#o" down( %or #oreinfor#&tion refer t e #odule on /&n4s Tre&suries &nd Post Offices w ic eD*l&in #&**in! &ccounts tosc e#es.

&te" 10 Reference 7o field is not mandato#' ut fo# ou# #efe#ence we will t'"e #efe#ence num e# fo# the #ecei"t +ouche#(In this e!am"le we will t'"e F%)F2132.7oteG In the Bouc er )&te field 'ou can add the date on which the t#ansfe# "a'ment +ouche# was #ecei+ed ' 'ou#"ancha'at( @' default the +ouche# date fo# #ecei"t of funds will e the same as "a'ment date( It can also e edited(;ote:

/he t#ansfe# #ecei"t +ouche# date cannot e ea#lie# than the t#ansfe# "a'ment +ouche# date( It can e on o# afte#the "a'ment +ouche# date and should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche#

and should e less than the cu##ent date(/his date can also e selected f#om calenda# a+aila le ne!t to field(If it is the fi#st t#ansfe# #ecei"t +ouche# that 'ou a#e #eco#ding fo# the "a#ticula# financial 'ea# ' default the fi#stda' of the financial 'ea# that is the 1st of %"#il will e dis"la'ed as the +ouche# date(

Page 351 of 633

&te" 11 In the P&rticul&rs field t'"e in the details of the t#ansfe# amount #ecei+ed( In this e!am"le we will t'"eTr&nsferred &#ount received fro# @P.7oteG %fte# ente#ing all the mandato#' details on the 're&te Recei*t Bouc er "age 'ou can eithe# S&ve o# %ree6e the+ouche#(,lic ing S&ve will gene#ate a +ouche# num e# in the Sc e#e &bbrevi&tion5%in&nci&l "e&r5Bouc er t"*e5Bouc erseri&l nu#ber fo#mat and sa+e the +ouche# in the data ase(

&te" 12 In this e!am"le we will clic S&ve.

% message o! stating TF%'52010 115R52 sa+ed successfull' is dis"la'ed( /his indicates the following:TF%' N Aenotes the scheme name /hi#teenth )inance ,ommission unde# which 'ou ha+e c#eated the +ouche#(2010 2011 N Aenotes the set financial 'ea# fo# the logged in entit'(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#2 N Aenotes that this is the 2nd +ouche# #eco#ded in the s'stem

&t " 13 li O t l th g !(



&te" 13 ,lic O, to close the message o!(&te" 14 ,lic 'lose to close the 're&te Recei*t Bouc er "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to add /#ansfe# -ecei"t details in a -ecei"t .ouche#(

Page 352 of 633

20.> Adv&nce Recei*t Bouc ers

%n %ccounting ntit' needs to add an %d+anced -ecei"t .ouche# when it #ecei+es funds f#om anothe# %ccounting ntit' fo#+a#ious "u#"oses such as the e!ecution of a de+elo"mental wo# (

&u""ose a #oad is eing const#ucted in 'ou# .illage Pancha'at and it #uns ac#oss the o#de# of anothe# .illage Pancha'at(/he othe# .illage Pancha'at ma' "#o+ide an %d+ance Pa'ment to 'ou# Pancha'at fo# the const#uction of its "a#t of the #oad(

%s a P-I accounts office# 'ou need to #eco#d the inflow of such funds f#om the othe# P-I unde# an %d+ance -ecei"t .ouche#(

;ote: that the ad+ance "#o+iding sou#ce ntit' ma' "#o+ide the ad+ance to entities such as m"lo'ees %gencies ?ineAe"a#tments @loc Pancha'ats .illage Pancha'ats o# eCui+alents such as A-A%s o# @A>s( /he %d+ance -ecei"ts need to

e added ' the #eci"ient %ccounting ntit' o# sou#ce(



Page 353 of 633

20.10 Addin! Adv&nce Recei*t Bouc ers

Eou ha+e #ecei+ed ad+ance funds f#om anothe# P-I fo# some de+elo"mental wo# (

;ow 'ou ma' want to add an %d+ance -ecei"t .ouche# fo# the same(


Pre conditionsG/o add an %d+ance -ecei"t .ouche# a co##es"onding ad+ance "a'ment should ha+e een made ' the sou#ce%ccounting ntit' which "#o+ides ad+ance funds to the #eci"ient %ccounting ntit'(/he sou#ce %ccounting ntit' must ha+e f#ee*ed the %d+ance Pa'ment .ouche# onl' then that +ouche# will edis"la'ed fo# selection(@efo#e adding an %d+ance -ecei"t 'ou must ensu#e that all $aste# Aata is added in the data ase(i(e( %ccount =eads @an /#easu#' Post >ffice unde# which fund will e #ecei+ed should ha+e een c#eated and



( ( @ma""ed fo# the #eci"ient %ccounting ntit' (

Post conditionsG%fte# 'ou sa+e an %d+ance -ecei"t .ouche# it will e a+aila le fo# +iewing modification and deletion(>nce the %d+ance -ecei"t .ouche# is added its co##es"onding %d+ance Pa'ment .+ouche# will not e a+aila le fo#unf#ee*ing modification o# deletion(If we unf#ee*e al#ead' f#ee*ed %d+ance -ecei"t .ouche# a histo#' is maintained at ac end in data ase(>nce the Aa' @oo is closed fo# the date on which +ouche# was added it will not e a+aila le fo# fu#the# unf#ee*ingand deletion(%fte# sa+ing %d+ance -ecei"t .ouche#s the +ouche# info#mation will e #eflected in the co##es"onding #e"o#ts +i* Aa'@oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'ments accounts etc(

,lic 7eDt to +iew a demonst#ation on adding %d+ance -ecei"t .ouche#s(

20.11 Addin! Adv&nce Recei*t Bouc ers )e#onstr&tion

Page 354 of 633

We will now e!"lo#e the scena#io whe#e a @loc Pancha'at wants to #eco#d the ad+ance #ecei"t +ouche# fo# +illage"ancha'at unde# it( /his ad+ance fund has een "#o+ided ' Jilla Pancha'at to +illage Pancha'at unde# scheme /hi#teenth)inance ,ommission N/=),(

&te" 1 ?og onto the P-I%&oft a""lication as a @loc Pancha'at %dminist#ato#( In this e!am"le we will log in as the @locPancha'at %dminist#ato# fo# the %nugul dist#ict( /o #eco#d an ad+ance #ecei"t +ouche# fo# %ntula .illage Pancha'at fo# funds#ecei+ed ' %nugul Jilla Pancha'at(

;ote: =e#e we a#e logging as @loc Pancha'at administ#ato# as loc "ancha'at has "#i+ilege to maintain accounts of +illage"ancha'at unde# it(

&te" 2 >n the Select Role "age f#om the Role d#o" down list select the #ole in which 'ou a#e going to add the ad+ance#ecei"t +ouche# against a co##es"onding ad+ance "a'ment +ouche# fo# the %ntula .illage Pancha'at( In this e!am"le we willselect Bill&!e P&nc &"&t Ad#inistr&tor.;ote: %ntula .illage Pancha'at falls unde# the %nugul /loc4 P&nc &"&t. /he#efo#e in the /loc4 P&nc &"&t - Nuiv&lent d#o" down list Anu!ul is dis"la'ed ' default(

&te" 3 )#om the Bill&!e P&nc &"&t - Nuiv&lent d#o" down select the %ccounting ntit' which is #ecei+ing the funds(



) g g (In this e!am"le we will select Antul&.

&te" 4 ,lic Sub#it.&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 6 Dnde# Bouc er Tr&ns&ctions choose Recei*t Bouc er Add to add the #ecei"t of ad+ance funds f#om the

%nugul Jilla Pancha'at(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 7 >n this "age f#om the Recei*t T"*e d#o" down select the desi#ed #ecei"t t'"e( In this e!am"le we will selectAdv&nce Recei*t.;ote: > se#+e that a %n Adv&nce Recei*t "age is dis"la'ed( /his "age dis"la's lists of the ad+ances "a'ment +ouche#smade ' the A7 = @ill& P&nc &"&t to the %ntula .illage Pancha'at in the selected %in&nci&l e&r 2010 – 2011 ( >nl'f#ee*ed ad+ance "a'ment +ouche#s a#e a+aila le fo# adding ad+ance #ecei"t +ouche#s(;ote: /he %in&nci&l e&r o"tion is "#o+ided to 'ou so that 'ou can add ad+ance #ecei"t +ouche#s against ad+ance "a'ment+ouche#s that we#e added in the "#e+ious 'ea#( Eou can add the +ouche# e+en if the Eea# @oo fo# the "#e+ious 'ea#s has

een closed( ;ote: It is "#esumed ' the s'stem that an ad+ance "a'ment +ouche# has al#ead' een c#eated ' the sou#ce%ccounting ntit' co##es"onding to which this #ecei"t can e gene#ated ' the #eci"ient %ccounting ntit'(

/he #eci"ient %ccounting ntit' has al#ead' een s"ecified as the #eci"ient eneficia#' ' the sou#ce %ccounting ntit' whichadded the "a'ment in the ad+ance "a'ment +ouche#(&u""ose the sou#ce %ccounting ntit' has not c#eated an ad+ance "a'ment +ouche# fo# a "a'ment made to the #eci"ient

Page 355 of 633



sc e#es.&te" 12 )#om the Received In d#o" down select an a""#o"#iate o"tion (In this e!am"le we will select /&n4 (&te" 13 )#om the Account 7o d#o" N down select an a""#o"#iate account no in which the cheCue has een de"osited( In

this e!am"le we will select St&te /&n4 of Indi& 30+01(+3038 (&te" 14 nte# Issuin! /&n4 7&#e ( In this e!am"le we will t'"e &@I&te" 15 In the P&rticul&rs field t'"e in the details of the ad+ance amount #ecei+ed( In this e!am"le we will t'"e

Adv&nce received fro# Anu!ul @P.;ote: %fte# ente#ing all the mandato#' details on the 're&te Recei*t Bouc er "age 'ou can eithe# S&ve o# %ree6e the

+ouche#( ,lic ing S&ve will gene#ate a +ouche# num e# in &cheme a #e+iation )inancial 'ea# .ouche# t'"e %uto gene#ated.ouche# se#ial num e# fo#mat and sa+e the +ouche# in the data ase(&te" 16 In this e!am"le we will clic %ree6e.

;ote: % message o! with the message To free6e t e vouc er *le&se close t e )&"boo4s of &ll *revious d&"s isdis"la'ed( /o f#ee*e +ouche# on a s"ecified da' 'ou must close all the ent#ies in the da' oo s of all "#e+ious da's(;ote: /o lea#n how to close all da' oo s "lease follow the module on the 'losin! t e )&"boo4 (

&te" 17 lic O to close the message o!(



&te 17 ,lic O, to close the message o!(&te" 18 ,lic &a+e;ote % message o! stating TF%'52010 115R51 sa+ed successfull' is dis"la'ed( /his indicates the following:

TF%' N Aenotes the scheme name /hi#teenth )inance ,ommission unde# which 'ou ha+e #eco#ded the +ouche#(2010 2011 N Aenotes the set financial 'ea# fo# the logged in entit'(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#1 N Aenotes that this is the 1st +ouche# #eco#ded in the s'stem


,ong#atulationsK Eou ha+e now lea#nt to successfull' add ad+ance #ecei"t +ouche# in P-I%&oft a""lication(

Page 357 of 633

20.12 Refund of Adv&nce Recei*t Bouc er Overview

Eou# %ccounting ntit' ma' #elease funds to anothe# %ccounting ntit' in ad+ance fo# +a#ious "u#"oses such as thee!ecution of de+elo"mental wo# s( %s an accounts office# 'ou would need to #eco#d this t#ansaction th#ough a Pa'ment+ouche#( =owe+e# a situation ma' a#ise when the ad+ance "a'ment gi+en to the entit' ma' not e utilised( /he entit' willthen #efund the ad+ances "aid to them( Eou would need to add the t#ansaction in a #ecei"t +ouche# fo# this #efund ofad+ance "a'ment(

P-I%&oft "#o+ides 'ou the facilit' to add the #ecei"t of #efund of ad+ances ' P-Is %genc' m"lo'ees -esidents ?ineAe"a#tment o# >the#s(



Page 358 of 633

20.13 Addin! Refund of Adv&nce Recei*t Bouc er

-efund of %d+ance is a t'"e of -ecei"t .ouche# which is gene#ated when a %ccounting ntit' #ecei+es a #efund of funds#eleased ea#lie# as ad+ance "a'ment to othe# accounting entities fo# +a#ious "u#"oses(


Pre 'onditionsG/o add a #efund of ad+ance #ecei"t +ouche# a co##es"onding ad+ance "a'ment should ha+e een made ' the sou#ce%ccounting ntit' which "#o+ides ad+ance funds to the #eci"ient %ccounting ntit'(



%ll %d+ance Pa'ment .ouche#s must e f#ee*ed(

If the %d+ance Pa'ment .ouche#s a#e not f#o*en then those +ouche#s will e dis"la'ed in the -ead >nl' mode andcannot e selected to add a -efund of %d+ance .ouche#(

Post 'onditionsG%fte# 'ou sa+e a -efund of %d+ance #ecei"t +ouche# it will e a+aila le fo# +iewing modification and deletion(>nce the -efund of %d+ance #ecei"t +ouche# is added its co##es"onding ad+ance "a'ment +ouche# will not ea+aila le fo# unf#ee*ing modification o# deletion(If we unf#ee*e al#ead' f#ee*ed -efund of %d+ance #ecei"t +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which +ouche# was added it will not e a+aila le fo# fu#the# unf#ee*ing anddeletion(%fte# sa+ing -efund of ad+ance #ecei"t +ouche#s the +ouche# info#mation will e #eflected in the co##es"onding#e"o#ts +i* Aa' @oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'mentsaccounts etc(

,lic 7eDt to +iew a demonst#ation on adding a -efund of %d+ance -ecei"t .ouche#(

Page 359 of 633

20.1$ Addin! Refund of Adv&nce Recei*t Bouc er )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the #efund of ad+ance #ecei"t +ouche# fo# hisentit' against the ad+ance "a'ment "#o+ided to +illage "ancha'at( In this case JP will #ecei+e #efunded amount in @anaccount unde# scheme /hi#teenth )inance ,ommission N/=),(

;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication as & @ill& P&nc &"&t Ad#inistr&tor. In this e!am"le wewill log in as the @ill& P&nc &"&t Ad#inistr&tor fo# the Anu!ul Jilla Pancha'at .

&te" 1 >n the Select Role "age f#om the Role d#o" down list select the @ill& P&nc &"&t Ad#inistr&tor #ole( ,licSub#it (;ote: In the )istrict d#o" down list Anu!ul is selected ' default( /his indicates that %nugul dist#ict is #ecei+ing #efund ofad+ances f#om anothe# %ccounting ntit'(

&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose Recei*t Bouc er Add&te" 4 >n the 're&te Recei*t Bouc er "age clic the Recei*t T"*e d#o" down to select the desi#ed #ecei"t t'"e( In

this e!am"le we will select Refund of Adv&nce (



;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 5 ,lic the %in&nci&l e&r d#o" down to select the desi#ed )inancial Eea#( In this e!am"le 2010 2011 is set 'default since this is the cu##ent )inancial Eea# fo# the %nugul Jilla Pancha'at(

&te" 6 )#om the To E o# P&id o"tions select a eneficia#' t'"e to whom an ad+ance "a'ment was made fo# which 'oua#e now adding a #efund of ad+ance #ecei"t +ouche#( In this e!am"le we will select PRI since the ad+ance was "aid to a.illage Pancha'at(;ote: %ll %d+ance Pa'ment .ouche#s which ha+e een added against that "a#ticula# eneficia#' and f#ee*ed will e dis"la'edfo# selection( If an' +ouche# is ma# ed with dou le aste#is s L M it is disa led fo# selection( Aou le aste#is s ma# indicatesthat the %d+ance "a'ment ent#ies added ' 'ou# %ccounting ntit' a#e sa+ed ut ha+e not een f#ee*ed so fa#(

&te" 7 )#om the list of Adv&nce P&"#ent Bouc ers select the +ouche# fo# which 'ou a#e #ecei+ing the #efund . In thise!am"le we will select the +ouche# TF%'52010 115P5; since this is the onl' %d+ance Pa'ment .ouche# that has eenadded against the P-I(;ote: /he s'stem will dis"la' the +ouche# details li e eneficia#' details Aate &cheme $ode of Pa'ment and %mount "aid(

&te" 8 &elect the Adv&nce P&"#ent Bouc er which has een dis"la'ed( In this e!am"le we will select the +ouche# TF%'5 2010 115P5;.

&te" 9 ,lic Sub#it to #etu#n to the 're&te Recei*t Bouc er "age(;ote: %ll the details of the selected %d+ance Pa'ment .ouche# a#e "o"ulated in the -ead >nl' mode on this "age(Reference 7o is an o"tional field(

Page 360 of 633

&te" 10 In the Bouc er )&te field ente# the date on which 'ou a#e c#eating the -efund of %d+ance +ouche#( In thise!am"le 025 0$5 2010 is dis"la'ed ' default( Eou can change the date manuall' o# select it f#om the )&te Pic4er (;ote:

/he +ouche# date should e g#eate# than o# eCui+alent to the date on which the %d+ance Pa'ment .ouche# was#eco#ded and should e in ))5MM5 fo#mat(/his date can also e chosen f#om calenda# dis"la'ed ne!t to the field(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould e less than the cu##ent date(

&te" 11 ;ote : )ou# o"tions P&nc &"&t 9in F&nd: /&n4 Tre&sur" and Post Office a#e dis"la'ed in -ecei+ed in d#o"down(

&elect P&nc &"&t 9in &nd: if the Pancha'at di#ectl' #ecei+es "a'ments in ,ash ,heCue Aemand A#aft ?ette# %d+ice o#Ai#ect /#ansfe#(



&elect /&n4 Tre&sur" o# Post office if the Pancha'at #ecei+es "a'ments di#ectl' in @an /#easu#' o# Post >fficeaccounts(

If 'ou select /&n4 Tre&sur" o# Post office the s'stem will "#om"t 'ou to ente# the account num e# in which the "a'mentwill e #ecei+ed( In the Account 7o d#o" down list the s'stem will dis"la' a list of all the account num e#s which ha+e een

inded with the selected Sc e#e.&te" 11 In this e!am"le we will select /&n4.&te" 12 ,lic the Account 7o d#o" down list to select the desi#ed account num e# in which the %ccounting ntit' will

#ecei+e the #efund of ad+ance . In this e!am"le we will select /&n4 of Indi& 1000>0.&te" 13 ;ote : /he#e a#e fi+e modes of "a'ment: '&s ' eNue )e#&nd )r&ft =etter5 Advice and )irect Tr&nsfer.

If 'ou select '&s the s'stem will "#om"t 'ou to s"ecif' the amount and ente# othe# "a#ticula#s(

If 'ou select ' eNue the s'stem will "#om"t 'ou to ente# the ' eNue 7o ' eNue )&te Issuin! /&n4 7&#e and theP&rticul&rs of the #ecei+ed amount(

If 'ou select )e#&nd )r&ft the s'stem will "#om"t 'ou to ente# the )) 7o the )) )&te and the )) Issuin! /&n47&#e (

If 'ou select =etter5 Advice the s'stem will "#om"t 'ou to ente# the =etter5 Advice nu#ber and =etter5 Advice )&te (

Page 361 of 633

If 'ou select )irect Tr&nsfer the s'stem will "#om"t 'ou to ente# the Tr&ns&ction I) Tr&ns&ction )&te andTr&nsferrin! /&n4 7&#e.

&te" 13 In this e!am"le we will select ' eNue (&te" 14 In the ' eNue 7o field t'"e the ,heCue num e# th#ough which fund has een #efunded ' P-I( In this e!am"le

we will t'"e 10>$;;&te" 15 In the ' eNue )&te field t'"e the ,heCue date o# select it f#om the Aate Pic e#( In this e!am"le we will t'"e

0(50$52010 (&te" 16 In the Issuin! /&n4 7&#e field t'"e the issuing an name( In this e!am"le we will t'"e S/I.

&te" 17 In the P&rticul&rs field t'"e in the "a#ticula#s of the #efund of ad+ance "a'ment( In this e!am"le we will t'"eRecei*t of refund of &dv&nce.;ote: /he 're&te Recei*t Bouc er "age dis"la's fou# uttons: S&ve %ree6e 'le&r and 'lose.If 'ou clic S&ve when all mandato#' fields ha+e een filled then the s'stem will dis"la' a message with an auto gene#ated+ouche# num e#( /his im"lies that the -efund of %d+ance .ouche# has een sa+ed successfull'( It will e a+aila le fo#



modification o# deletion(>n clic ing %ree6e without fi#st sa+ing the +ouche# the s'stem will gene#ate a +ouche# num e#( /his is ecause when 'oudi#ectl' %ree6e the +ouche# without fi#st sa+ing it 'ou a#e sa+ing it on the s'stem fo# the fi#st time( If 'ou %ree6e a+ouche# that has al#ead' een sa+ed the s'stem will not gene#ate an' +ouche# num e# again( It will onl' dis"la' a messagethat the +ouche# has een f#ee*ed successfull'

&te" 18 In this e!am"le we clic S&ve to add the Refund of Adv&nce .ouche#(7OT G % message o! containing a success message .ouche# ;um e#: TF%'52010 115R510 sa+ed successfull' isdis"la'ed . /he +ouche# num e# is in a s"ecific fo#mat( /his indicates the following:

TF%' N Aenotes the scheme name /hi#teenth )inance ,ommission unde# which 'ou ha+e #eco#ded the +ouche#(2010 11 N Aenotes the set financial 'ea# fo# the logged in entit'(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#10 N Aenotes that this is the 10th +ouche# #eco#ded in the s'stem

&te" 19 >n this message o! clic O,.;ote: Eou can use the Fel* lin to acCuaint 'ou#self with Recei*t Bouc ers on P-I%&oft(

&te" 20 >n the 're&te Recei*t Bouc er "age clic 'lose to #etu#n to the P-I%&oft main menu "age('on!r&tul&tions. ou &ve now le&rnt to successfull" &dd & Refund of Adv&nce recei*t vouc er in t e s"ste#.

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20.1( Addin! Refund of O/ Adv&nce Recei*t Bouc er Overview

-efund of >"ening @alance >@ %d+ance is a mode of ca"tu#ing and adding the #ecei"t of #efund of ad+ance mone' againstthe >@ ad+ance gi+en to P-Is %genc' m"lo'ees -esidents ?ine Ae"a#tment o# >the#s du#ing the "#e+ious )inancial Eea#(

%s an accounts office# 'ou need to add a t#ansaction when an ad+ance "a'ment "aid to an %ccounting ntit' in the"#e+ious )inancial Eea# is #efunded ac ' that %ccounting ntit'(

)o# this 'ou can add -efund of >@ %d+ance -ecei"t .ouche# in the P-I%&oft a""lication(


Pre 'onditionsG/he co##es"onding ad+ances "a'ment must ha+e een added in the >@ ent#' and the >@ must e f#ee*ed(



Post 'onditionsG>nce a #ecei"t +ouche# fo# -efund of >@ %d+ance has een sa+ed f#ee*ed 'ou will not e a le to modif' o# deletethe co##es"onding %d+ances "a'ments s"ecified in >"ening @alance ent#'(

,lic 7eDt to +iew a demonst#ation on adding -efund of >@ %d+ance -ecei"t .ouche#(

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20.1+ Addin! Refund of O/ Adv&nce Recei*t Bouc er )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to add the #efund of >@ ad+ance #ecei"t +ouche# fo# hisentit' against the ad+ance "a'ment "#o+ided to agenc'( In this case JP will #ecei+e #efunded amount in t#easu#' accountunde# scheme $ ;- %(

;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication as & @ill& P&nc &"&t Ad#inistr&tor. In this e!am"le wewill log in as the @ill& P&nc &"&t Ad#inistr&tor fo# the Anu!ul Jilla Pancha'at .

&te" 1 >n the Select Role "age f#om the Role d#o" down select the @ill& P&nc &"&t Ad#inistr&tor #ole( ,licSub#it (

&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose Recei*t Bouc er Add&te" 4 >n the 're&te Recei*t Bouc er "age clic the Recei*t T"*e d#o" down to select the desi#ed #ecei"t t'"e( In

this e!am"le we will select Refund of O/ Adv&nce (;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .



&te" 5 >n the Refund of O/ Adv&nce "age clic the %in&nci&l e&r d#o" down to select the desi#ed )inancial Eea#( Inthis e!am"le 2010 2011 is set ' default since this is the cu##ent )inancial Eea# fo# the %nugul Jilla Pancha'at(

&te" 6 )#om the To E o# P&id o"tions select a eneficia#' t'"e to whom an >@ ad+ance "a'ment was made fo# which'ou a#e now adding a #ecei"t of #efund of >@ ad+ance( In this e!am"le we will select A!enc" since the ad+ance was "aidto an agenc'(

&te" 7 )#om the list of Refund Of O/ Adv&nce select the details against which 'ou a#e #ecei+ing the #efund . In thise!am"le we will select the >@ %d+ance "aid to AS'O $$A7 = since this is the onl' >@ %d+ance Pa'ment that has eenadded against the mentioned agenc'(;ote: /he s'stem will dis"la' the details li e %d+ance gi+en to &cheme ,om"onent Pa#ticula#s and %mount "aid(

&te" 8 ,lic Sub#it to #etu#n to the 're&te Recei*t Bouc er "age(;ote: %ll details of the selected >@ %d+ance Pa'ment a#e "o"ulated on this "age(Reference 7o is an o"tional field(

&te" 9 In the Bouc er )&te field ente# the date on which 'ou a#e c#eating the -efund of >@ %d+ance +ouche#( In thise!am"le 025 0$5 2010 is selected ' default( Eou can change the date manuall' o# select it f#om the )&te Pic4er (;ote:

/he +ouche# date should e in ))5MM5 fo#mat(/his date can also e selected f#om calenda# dis"la'ed ne!t to the field(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche#and should e less than the cu##ent date(

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&te" 10 In the A#ount 9in Rs.: field t'"e the amount #efunded as >@ %d+ance( In this e!am"le the default ent#' is10000 and we will change it to (000 since the amount #ecei+ed as #efund should e less than o# eCual to the amount "aidas >@ %d+ance(

&te" 11;ote : )ou# o"tions P&nc &"&t 9in F&nd: /&n4 Tre&sur" and Post Office a#e dis"la'ed in -ecei+ed in d#o"down(

&elect P&nc &"&t 9in &nd: if the Pancha'at di#ectl' #ecei+es "a'ments in ,ash ,heCue Aemand A#aft o# ?ette# %d+iceo# as Ai#ect /#ansfe#( &elect /&n4 Tre&sur" o# Post office if the Pancha'at #ecei+es "a'ments di#ectl' in @an /#easu#' o# Post >fficeaccounts(If 'ou select /&n4 Tre&sur" o# Post office the s'stem will "#om"t 'ou to ente# the account num e# in which the "a'mentwill e #ecei+ed( In the Account 7o d#o" down list the s'stem will dis"la' a list of all the account num e#s which ha+e een

ound with the selected Sc e#e.



If 'ou select /&n4 Tre&sur" or Post Office and no account has een c#eated fo# the %ccounting ntit' the s'stemdis"la's an ale#t message: Eou ha+e not c#eated a @an /#easu#' o# Post >ffice %ccount fo# 'ou# %ccounting ntit'( Pleasec#eate an %ccount fo# 'ou# %ccounting ntit' th#ough M&n&!e /&n4 Tre&sur" Post Office Accounts.

&te" 11 In this e!am"le we will select Tre&sur".

&te" 12 ,lic the Tre&sur" Account 7o d#o" down to select the desi#ed account num e# in which the %ccounting ntit'will #ecei+e the #efund of >@ ad+ance . In this e!am"le we will select $(+$+$+$.

&te" 13 ;ote : /he#e a#e fi+e modes of "a'ment: '&s ' eNue )e#&nd )r&ft =etter5 Advice and )irect Tr&nsfer.

If 'ou select '&s the s'stem will "#om"t 'ou to s"ecif' the amount and ente# othe# "a#ticula#s(

If 'ou select ' eNue the s'stem will "#om"t 'ou to ente# the ' eNue 7o ' eNue )&te Issuin! /&n4 7&#e and theP&rticul&rs of the #ecei+ed amount(

If 'ou select )e#&nd )r&ft the s'stem will "#om"t 'ou to ente# the )) 7o the )) )&te and the )) Issuin! /&n47&#e (

If 'ou select =etter5 Advice the s'stem will "#om"t 'ou to ente# the =etter5 Advice nu#ber and =etter5 Advice )&te (

If 'ou select )irect Tr&nsfer the s'stem will "#om"t 'ou to ente# the Tr&ns&ction Id Tr&ns&ction )&te and

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Tr&nsferrin! /&n4 7&#e. &te" 13 In this e!am"le we will select )irect Tr&nsfer (&te" 14 In the Tr&ns&ction Id field t'"e the t#ansaction IA of the #efunded amount( In this e!am"le we will t'"e

231>00&te" 15 In the Tr&ns&ction )&te field t'"e the /#ansaction date o# select it f#om the Aate Pic e#( In this e!am"le we will

t'"e 0150$52010 (;ote: Tr&ns&ction Id and Tr&ns&ction )&te a#e o"tional fields(

&te" 16 In the Tr&nsferrin! /&n4 7&#e field t'"e the name of the an f#om which the di#ect t#ansfe# has een made(In this e!am"le we will t'"e O/'.

&te" 17 In the P&rticul&rs field t'"e in the "a#ticula#s of the #efund of >@ ad+ance "a'ment( In this e!am"le we willt'"e Recei*t of Refund of O/ Adv&nce.;ote: /he 're&te Recei*t Bouc er "age dis"la's fou# uttons: S&ve %ree6e 'le&r and 'lose.If 'ou clic S&ve and all mandato#' fields ha+e een filled then the s'stem will dis"la' a message with an auto gene#ated+ouche# num e#( /his im"lies that the -efund of >@ %d+ance .ouche# of the "a#ticula# num e# has een sa+ed successfull'(If 'ou clic %ree6e without fi#st sa+ing the +ouche# the s'stem will gene#ate a +ouche# num e#( /his is ecause when 'oud l h h h f h f h f ( f



di#ectl' %ree6e the +ouche# without fi#st sa+ing it 'ou a#e sa+ing it on the s'stem fo# the fi#st time( If 'ou %ree6e a+ouche# that has al#ead' een sa+ed the s'stem will not gene#ate an' +ouche# num e# again( It will onl' dis"la' a messagethat the +ouche# has een f#ee*ed successfull'(

&te" 18 ,lic %ree6e to f#ee*e the Refund of O/ Adv&nce .ouche#(7OT G % message o! containing a success message .ouche# ;um e#: M 7R A52010 115R5+ f#ee*ed successfull' isdis"la'ed . /he +ouche# num e# is in a s"ecific fo#mat /his indicates the following:

M 7R A N Aenotes the scheme name $ ;- % unde# which 'ou ha+e #eco#ded the +ouche#(2010 11 N Aenotes the set financial 'ea# fo# the logged in entit'(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#+ N Aenotes that this is the 6th +ouche# #eco#ded in the s'stem

&te" 19 >n this message o! clic O,.;ote: Eou can use the Fel* lin to acCuaint 'ou#self with Recei*t Bouc ers on P-I%&oft(

&te" 20 >n the 're&te Recei*t Bouc er "age clic 'lose to #etu#n to the P-I%&oft main menu "age(,ong#atulations( Eou ha+e now lea#nt to successfull' add a -efund of >@ %d+ance #ecei"t +ouche# in the s'stem(

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20.18 '&ncell&tion of ' eNue Overview % cheCue "a'ment made ' one %ccounting ntit' to anothe# can e cancelled using ,ancellation of ,heCue o"tion unde#-ecei"t .ouche# in P-I%&oft( In this case th#ough -ecei"t .ouche# s'stem allows 'ou to "e#fo#m a #e+e#se ent#' against theadded Pa'ment .ouche# th#ough which the cheCue has een issued(

When a "a'ment +ouche# is added using a cheCue as mode of "a'ment the amount gets de ited f#om the "a'ee account(=owe+e# in case of a #ecei"t +ouche# when a #ecei"t ent#' is done i(e( #e+e#se ent#' against the "a'ment +ouche# th#oughwhich the cheCue has een issued the cheCue can e cancelled( /he de ited amount gets c#edited ac to the "a'eeaccount and the alance in the #eci"ient s account is eCuals to *e#o(

'&ncell&tion of ' eNue is an o"tion a+aila le on the 're&te Recei*t Bouc er "age of P-I%&oft(



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20.1; Addin! '&ncell&tion of ' eNue

&u""ose 'ou# Panch'at has made a "a'ment to anothe# %ccounting ntit' using a cheCue( /he amount mentioned in thecheCue was inco##ect and 'ou now want to cancel the "a'ment 'ou can do so using the '&ncell&tion of ' eNue o"tionunde# Recei*t T"*e in P-I%&oft(


Pre 'onditions% "a'ment +ouche# fo# issued cheCue should ha+e een added ' 'ou# %ccounting ntit'(/he Aa' @oo fo# the da' on which the co##es"onding "a'ment +ouche# was added must e closed(Issued cheCue can e cancelled onl' if the #eci"ient %ccounting ntit' has not added a #ecei"t +ouche# againstco##es"onding "a'ment +ouche#(If the #eci"ient %ccounting ntit' has added a #ecei"t +ouche# against the cheCue and then we t#' to add the cheCuecancellation ent#' s'stem will th#ow ale#t message L;o ,heCues a+aila le fo# ,ancellationM



Post 'onditions% cancelled cheCue will not e a+aila le fo# #e issue(>nce a cheCue is cancelled its status will change to LBM in the cheCue oo chec list #efe# to the module $anaging,heCue @oo Aetails (

>nce a cheCue cancellation ent#' has een added 'ou will not e a le to unf#ee*e delete modif' the co##es"ondingPa'ment .ouche#(

,lic 7eDt to +iew a demonst#ation on adding ,ancellation of ,heCue(

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20.1> Addin! '&ncell&tion of ' eNue )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the cancellation of cheCue #ecei"t +ouche# fo# hisentit' against "a'ment made to .illage Pancha'at unde# scheme T irteent %in&nce 'o##ission.

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole( In thise!am"le we will login as Jilla Pancha'at administ#ato# fo# %;D D? Jilla Pancha'at(

&te" 1 >n the P-I%&oft main menu "age select Tr&ns&ction Bouc er Tr&ns&ctions Recei*t Bouc er Add.> se#+e that the 're&te Recei*t Bouc er *&!e is dis"la'ed( ;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan

&te" 2 )#om the Recei*t T"*e d#o" down select o"tion '&ncell&tion of c eNue.;ote: > se#+e that the '&ncell&tion of c eNue "age is dis"la'ed( /he#e can e instances whe#e 'ou could ha+e issuedsome cheCues in the "#e+ious financial 'ea# and 'ou want to cancel them in the cu##ent financial 'ea#( )o# this 'ou would

e #eCui#ed to select the financial 'ea# in which the cheCue was issued f#om the %in&nci&l e&r d#o" down( In this e!am"leo se#+e that the 'ea# 2010 2011 is selected ' default(

&te" 3 In the To E o# P&id section select the entit' to which the cheCue was issued( In this e!am"le we will select



&te 3 In the To E o# P&id section select the entit to which the cheCue was issued( In this e!am le we will selectPRI.;ote: >nl' those cheCues fo# which the #ecei"t +ouche#s a#e not added ' the #ecei+ing accounting entities can ecancelled( In this e!am"le the %ntula .illage Pancha'at has not added the #ecei"t +ouche# fo# the "a'ment t#ansfe##ed 'the %nugul Jilla Pancha'at( /he#efo#e we o se#+e that onl' one +ouche# is dis"la'ed fo# selection cancellation unde# the&cheme T irteent %in&nce 'o##ission.

&te" 4 &elect the +ouche# that 'ou want to cancel(&te" 5 ,lic Sub#it.

;ote: > se#+e that the 're&te Recei*t Bouc er "age is dis"la'ed again and the details co##es"onding to the "a'ment+ouche#s a#e automaticall' "o"ulated on it( /hese details a#e dis"la'ed in the #ead onl' mode( >n this "age 'ou can selectan' othe# +ouche# fo# cancellation if #eCui#ed ' clic ing sea#ch lin against -ecei"t t'"e field(

&te" 6 In the .ouche# Aate field t'"e in a date in the DD/MM/YYYY fo#mat( In this e!am"le we will t'"e in 01 04 2010(;ote:

Aate can also e selected f#om the )&te Pic4er dis"la'ed ne!t to the field(/he date in the Bouc er )&te field should not e ea#lie# than the Pa'ment +ouche# date(/he +ouche# date should not e g#eate# than the cu##ent date(

If the "a'ments made we#e #eco#ded and the da' oo has al#ead' een closed then fo# cancellation ' default thes'stem ta es the ne!t da' as the .ouche# Aate( /his is ecause once the )&" /oo4 is closed no othe# +ouche##elated t#ansactions can e #eco#ded in it fo# same da'(

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/he 're&te Recei*t Bouc er "age dis"la's the %ccount =eads classification details the "a'ment amount the ReceivedIn Account 7o ' eNue 7o &nd ' eNue )&te.

&te" 7 In the Issuin! /&n4 7&#e field t'"e the name of the an that issued the cheCue( In this e!am"le we will t'"eS/I.

&te" 8 In the P&rticul&rs field t'"e the details of the t#ansaction eing "e#fo#med( In this e!am"le we will t'"e'&ncell&tion of ' eNue.

&te" 9 ,lic S&ve.;ote: >n clic ing S&ve the message T )&" boo4 for 0150$52010 &s been closed 7o new vouc er could be cre&tedfor 0150$52010 M is dis"la'ed(

&te" 10 ,lic O, to close the message o!(&te" 11 In the Bouc er )&te field ente# cheCue cancellation date( In this e!am"le we will change the dis"la'ed date

0150$52010 to 0250$52010 ecause the )&" /oo4 fo# 1st %"#il 2010 has een closed(&te" 12 ,lic S&ve to sa+e the +ouche#(

;ote: % message o! stating that the +ouche# was sa+ed successfull' is dis"la'ed( It also dis"la's a auto gene#ated +ouche#num e# 9TF%'52010 20115R5;:. /his indicates the following:

TF%' N Aenotes the scheme name a #e+iation /hi#teenth )inance ommission unde# which 'ou ha+e c#eated the



TF% N Aenotes the scheme name a #e+iation /hi#teenth )inance ,ommission unde# which ou ha+e c#eated the+ouche#( 2010 2011 N Aenotes the financial 'ea# unde# which 'ou a#e #eco#ding the +ouche#(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#(; N Aenotes that this is the 8 th +ouche# eing c#eated in the s'stem


;ote: /he status of the cancelled ,heCue in the ,heCue @oo gets change to SB ( .iew ,heCue @oo ,heCue ?ist in $anaging,heCue @oo Aetails module( We will now +iew the status of this cheCue oo (

&te" 15 >n the P-I%&oft main menu "age choose M&ster ntr" ' eNue /oo4s Biew.&te" 16 >n the Biew "age in the ' eNue Issued %ro# section select the #ele+ant account head( In this e!am"le we

will select Tre&sur".&te" 17 )#om the Select Tre&sur" d#o" down list select the t#easu#' which issued the cheCue( In this e!am"le we will

select Anu!ul )istrict Tre&sur".&te" 18 )#om the Tre&sur" Account 7o d#o" down list select the account num e# f#om which the cheCue was issued( In

this e!am"le we will select 123$(+812.&te" 19 ,lic Biew.

;ote: > se#+e that the ,heCue @oo details a#e dis"la'ed and the status of each cheCue leaf is also dis"la'ed( > se#+e thatthe status of the cheCue leaf 100982 which is the fi#st leaf of the oo is dis"la'ed as cancelled( /his was the cheCue

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num e# that the %nugul Jilla "ancha'at used fo# ma ing "a'ment to the %ntual .illage "acha'at and then cancelled it(&te" 20 ,lic 'lose to close the Biew "age(

;ote: % message o! stating that the L )&te entered b" "ou would not be s&ved. Eould "ou li4e to continueH isdis"la'ed( Eou can clic es to close the message o! and #etu#n to the P-I%&oft main menu "age o# 'ou can clic 7o tosta' on the same "age(

&te" 21 In this e!am"le we will clic es to close the message o! and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' add a '&ncell&tion of ' eNue #ecei"t +ouche# in P-I%&oft(



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20.20 Addin! Refund of Dcess P&"#ent Overview

%n %ccounting ntit' ma' "#o+ide funds to eneficia#ies li e P-I agencies em"lo'ee ?ine Ae"a#tments o# >the#s fo#+a#ious "u#"oses(

/he %ccounting ntit' that "#o+ide funds gene#ates a Pa'ment .ouche# fo# e!"enditu#e amount gi+en to +a#ious eneficia#ies-efe# %dd !"enditu#e Pa'ments in $anaging Pa'ment .ouche# module whe#eas the %ccounting ntit' that #ecei+es the

funds gene#ates a -ecei"t .ouche# fo# the funds #ecei+ed(

%t times the %ccounting ntit' that "#o+ided funds to anothe# ma' g#ant e!cess funds to the eneficia#'( &uch e!cessamount can e #e"aid ' the eneficia#'( /his t#ansaction can e added in P-I%&oft using Refund of Dcess P&"#ent o"tion in -ecei"t .ouche#(

%s a P-I accounting official 'ou need to add the #ecei"t of #efund of e!cess "a'ments(




Pre 'onditionsG

/he#e must e an !"enditu#e Pa'ment .ouche# added fo# fund "#o+ided to P-I agencies em"lo'ee ?ine

Ae"a#tments o# >the#s(/he added !"enditu#e Pa'ment .ouche# must e f#ee*ed ' 'ou# %ccounting ntit'(

Post 'onditionsG

%fte# adding a -ecei"t .ouche# fo# -efund of !cess Pa'ment the added !"enditu#e Pa'ment .ouche# will not ea+aila le fo# unf#ee*ing deletion and modification(

,lic 7eDt to +iew a demonst#ation on adding -efund of !cess Pa'ments(

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20.21 Addin! Refund of Dcess P&"#ent – )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the -efund of !cess Pa'ments fo# his entit'which he has #ecei+ed as Pancha'at in =and th#ough ?ette# %d+ice against fund "#o+ided to agenc' unde# scheme@ac wa#d -egion #ant )und(

&te" 1 nsu#e that 'ou a#e logged onto the P-I%&oft a""lication as a Jilla Pancha'at %dminist#ato#( In this e!am"le wewill log in as the Jilla Pancha'at %dminist#ato# fo# the %nugul Jilla Pancha'at(

&te" 2 >n the Select Role "age f#om the Role d#o" down select the #ole in which 'ou a#e going to add the -ecei"t.ouche#( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.7ote : In the )istrict d#o" down o se#+e that Anu!ul is selected ' default( %s in this e!am"le the %nugul Jilla "ancha'atis adding the #ecei"t of #efund of e!cess "a'ment(

&te" 3 ,lic Sub#it to dis"la' the P-I%&oft main menu "age(&te" 4 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 5 Dnde# Bouc er Tr&ns&ctions choose Recei*t Bouc er Add to add a new #ecei"t +ouche#

/he 're&te Recei*t Bouc er "age is dis"la'ed(



/he re&te Recei t Bouc er age is dis la ed(;ote G;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 6 >n the 're&te Recei*t Bouc er "age f#om the Recei*t T"*e d#o" down select the desi#ed #ecei"t t'"e( In thise!am"le we will select Refund of Dcess P&"#ent.7oteG > se#+e that the Refund of Dcess P&"#ent "age is dis"la'ed( >n this "age f#om the %in&nci&l e&r d#o" down'ou need to select the financial 'ea# fo# adding this #ecei"t of #efund of e!cess "a'ment( In this e!am"le o se#+e that 'default the cu##ent financial 'ea# 2010 2011 is selected(

&te" 7 In the To E o# P&id section select one of the eneficia#ies to which 'ou ha+e "#o+ided fund ' Pa'ment.ouche#( )o# mo#e info#mation #efe# the module on !"enditu#e +ouche#s( In this e!am"le we will select A!enc".7oteG > se#+e that a list of f#ee*ed !"enditu#e Pa'ment .ouche#s is dis"la'ed( )#om this list onl' one .ouche# can eselected at a time( In this e!am"le onl' one f#ee*ed +ouche# is dis"la'ed fo# selection(

&te" 8 &elect the !"enditu#e .ouche#(7oteG /he e!"enditu#e "a'ment +ouche# that we ha+e selected using that we had oo ed e!"enditu#es against twoagencies( /he s'stem dis"la's e!"enditu#e #eco#ds fo# oth the agencies(

&te" 9 )#om the list dis"la'ed select the agenc' against which 'ou want to add the #ecei"t of e!cess "a'ment( In this

e!am"le we will select ASST.)IR 'TOR 9T QTI= S: &nd )F 7,A7A=.&te" 10 ,lic Sub#it to s"ecif' additional details on the 're&te Recei*t Bouc er "age(

;ote1: /he 're&te Recei*t Bouc er "age is dis"la'ed again( %ll details added in the !"enditu#e .ouche# a#e automaticall'

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"o"ulated on this "age in the #ead onl' mode( >the# details such as Sc e#e 7&#e 'l&ssific&tion and A#ount a#edis"la'ed ' default( ( %mount field can e edited( In this e!am"le we a#e #ecei+ing the #efund of com"lete e!"enditu#eamount "aid to the eneficia#'(;ote 2: -efunded amount should e lesse# than o# eCuals to the e!"enditu#e "a'ment amount(;ote: If #eCui#ed in the Reference 7o field t'"e a #efe#ence num e# fo# the +ouche#( In this e!am"le we will t'"e(3A);; as the #efe#ence num e#(In the Bouc er )&te field s"ecif' the date on which the #efund of e!cess "a'ment was #ecei+ed ' 'ou# %ccounting ntit'(

/he .ouche# Aate should e within the set financial 'ea# fo# the logged in entit' in AA $$ EEEE fo#mat( Eou canalso select this date f#om the calenda#(@' default the +ouche# date fo# #ecei"t of e!cess "a'ment will e the same as its e!"enditu#e date( It can also eedited(-ecei"t .ouche# date cannot e ea#lie# than the selected e!"enditu#e "a'ment date and should e less than thecu##ent date(If 'ou ha+e al#ead' #eco#ded some #ecei"t +ouche#s efo#e this the s'stem will dis"la' the last ente#ed +ouche#date as the date while ente#ing a new +ouche#(If the "a'ments made we#e #eco#ded and the da' oo has al#ead' een closed then fo# #efund of e!cess



"a'ment ' default the s'stem ta es the ne!t da' as the .ouche# Aate( /his is ecause once the )&" /oo4 isclosed no othe# +ouche# #elated t#ansactions can e #eco#ded in it fo# same da'(

&te" 11 In this e!am"le since the Aa' @oo fo# 1 st %"#il that is the date on which the "a'ment was made is closed the

.ouche# Aate is dis"la'ed as 02 04 2010(&te" 12 )#om the Received In d#o" down 'ou can s"ecif' if 'ou# Pancha'at has #ecei+ed the e!cess funds in

hand an t#easu#' "ost office accounts( In this e!am"le we will select P&nc &"&t 9in F&nd: to indicate that the fundswe#e di#ectl' #ecei+ed ' the Pancha'at(7ote : If the funds a#e #ecei+ed in a an t#easu#' o# "ost office account 'ou need to add the Account 7o in which the"a'ment is #ecei+ed( %ccounts c#eated fo# the selected scheme will e a+aila le fo# selection in the Account 7o d#o" downlist( )#om the Received In d#o" down list if 'ou select /&n4 Tre&sur" o# Post Office ut 'ou# "anch'at has no accountc#eated unde# the chosen o"tion the s'stem will dis"la' an ale#t message stating that the#e a#e no accounts unde# theselection made(

&te" 13 )#om the Recei*t )et&ils d#o" down 'ou can s"ecif' if 'ou# Pancha'at #ecei+ed the e!cess funds th#ough cashcheCue AA o# ?ette# %d+ice( In this e!am"le we will select =etter5Advice as the mode in which the Pancha'at #ecei+ed

the funds(7ote : )#om the Recei*t )et&ils d#o" down list if 'ou select the mode of #ecei+ing "a'ments as ' eNue o# )e#&nd)r&ft then 'ou will also ha+e to s"ecif' details such as cheCue AA num e# cheCue AA date as well as cheCue AA issuing

an s name(

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&te" 14 In the =etter5Advice 7o field t'"e a num e# fo# the ?ette# %d+ice( In this e!am"le we will t'"e 12(3$+.;ote: In the =etter5Advice )&te t'"e the date of the ?ette# %d+ice(

&te" 15 In this e!am"le in the =etter5Advice )&te field we will t'"e 0+50$52010.&te" 16 In the P&rticul&rs field t'"e in the details of the #efund of e!cess "a'ment #ecei+ed( In this e!am"le we will

t'"e Recei*t of Refund of Dcess P&"#ent.;ote: %fte# ente#ing all the mandato#' details on the 're&te Recei*t Bouc er "age 'ou can eithe# S&ve o# %ree6e the+ouche#(,lic ing S&ve5%ree6e will gene#ate a +ouche# num e# in the &cheme a #e+iation )inancial 'ea# .ouche# t'"e .ouche#se#ial num e# fo#mat and sa+e the +ouche# in the data ase( &a+ed +ouche# details a#e a+aila le fo# late# +iewingmodification and deletion(If 'ou clic %ree6e without fi#st sa+ing the +ouche# the s'stem will gene#ate a +ouche# num e#( /his is to indicate thatthough 'ou ha+e clic ed %ree6e without fi#st sa+ing the +ouche# the s'stem sa+es the details gene#ates the +ouche#num e# and also f#ee*es the +ouche#( % f#o*en +ouche# will not e a+aila le fo# modification unli e a sa+ed +ouche#(=owe+e# if 'ou ha+e ust sa+ed a +ouche# 'ou can #eo"en it late# and clic %ree6e to f#ee*e all details( In this case thes'stem will not gene#ate anothe# uniCue +ouche# num e#( It will onl' dis"la' a message that the +ouche# has een f#o*ensuccessfull'(



(;ow if 'ou want to modif' a f#o*en +ouche# 'ou can do the same ' clic ing nfree6e on a -ecei"t .ouche#( /his willunf#ee*e all +ouche# details the#e ' ena ling modification deletion(%s soon as we unf#ee*e al#ead' f#ee*ed #ecei"t +ouche# a histo#' is maintained at ac end in data ase(

&te" 17 In this e!am"le we will clic %ree6e.7ote : % success message o! dis"la'ing the s'stem gene#ated +ouche# num e# /R %52010 115R5$2 is dis"la'ed in the&cheme a #e+iation )inancial 'ea# .ouche# t'"e .ouche# se#ial num e# fo#mat( It also states that the +ouche# gene#atedwas f#ee*ed successfull'(/his indicates the following:

/R % N Aenotes the scheme name unde# which 'ou ha+e c#eated +ouche#(2010 2011 N Aenotes the set financial 'ea#(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#($2 N Aenotes that this is the 42nd +ouche# eing c#eated in the s'stem(

&te" 18 ,lic O, to close the message o!(

&te" 19 ,lic 'lose to close the 're&te Recei*t Bouc er "age and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to add details fo# #efund of e!cess "a'ments using a -ecei"t .ouche#(

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20.22 Addin! )et&ils for %und )iversion in & Recei*t Bouc er Overview

Aue to +a#ious #easons 'ou ma' need to di+e#t ce#tain funds f#om a "#e+iousl' assigned scheme to anothe# scheme( )o#e!am"le let us assume that some e!t#a funds a#e a+aila le in the scheme $ ;- %( Eou can di+e#t these funds to ascheme such as I%E so that it can e used fo# some s"ecific "u#"ose( ;ow this mo+ement of funds f#om one scheme toanothe# is fi#st ca"tu#ed in a Pa'ment .ouche#( %fte# adding a Pa'ment .ouche# fo# the e!"enditu#e 'ou must add a -ecei"t.ouche# to ac nowledge the #ecei"t of these funds in the destination scheme(

We will now lea#n how to add details fo# di+e#ted funds using -ecei"t .ouche#s(


Pre 'onditionsG@efo#e adding a Ai+e#sion -ecei"t ensu#e that all $aste# Aata is added in the data ase(If 'ou want to add a -ecei"t .ouche# co##es"onding to a @an 'ou must ensu#e that details of the #es"ecti+e @an@# h @ % d & h # # d(



@#anch @an %ccount and &chemes a#e c#eated(Eou must also ensu#e that the schemes fo# which 'ou want to add #ecei"ts a#e inded at the -ecei"t =ead le+el andthe > ect =eads a#e c#eated at the -ecei"t =ead le+el fo# the scheme own #esou#ces and ma""ed a""#o"#iatel'(Pa'ment +ouche# should e f#ee*ed to add co##es"onding #ecei"t +ouche#(

Post 'onditionsG%fte# sa+ing a -ecei"t .ouche# in P-I%&oft the +ouche# info#mation will e #eflected in the co##es"onding #e"o#ts +i*Aa' @oo s ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'ments accounts(%fte# sa+ing #ecei"t +ouche# it will e a+aila le fu#the# fo# modification f#ee*ing and deletion(If we unf#ee*e al#ead' f#ee*ed #ecei"t +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which +ouche# was added it will not e a+aila le fo# fu#the# unf#ee*ing anddeletion(>nl' a P-I %dminist#ato# can )#ee*e +ouche#s( >the# use#s can onl' sa+e +ouche#s(

,lic 7eDt to +iew a demonst#ation on adding details fo# di+e#ted funds using -ecei"t .ouche#s(

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20.23 Addin! )et&ils for %und )iversion in & Recei*t Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew a list of +a#ious t#ansactions 'ou can "e#fo#m on

P-I%&oft(&te" 2 Dnde# Bouc er Tr&ns&ctions clic Recei*t Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# -ecei"t

.ouche#s(> se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew -ecei"t .ouche#s(

&te" 3 ,lic Add to add a -ecei"t .ouche#( &te" 3 ;ote > se#+e the 're&te Recei*t Bouc er "age is dis"la'ed( /he "age also dis"la's a Fel* featu#e( @' clic ingFel* 'ou can access info#mation a out how 'ou should c#eate a -ecei"t .ouche#(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 4 ,lic Recei*t T"*e to +iew a list of +a#ious #ecei"ts 'ou can add(



&te" 5 )#om the list select a #ecei"t t'"e( In this e!am"le we will select )iversion Recei*t (&te" 5 ;ote > se#+e that a se"a#ate window dis"la'ing the )iversion Recei*t "age is dis"la'ed( >n this "age o se#+e

that in the %in&nci&l e&r d#o" down financial 'ea# is dis"la'ed ' default( /his 'ea# denotes cu##ent financial 'ea# fo# thelogged in entit'(

&te" 6 In the Received nder section 'ou can select Sc e#es o# Own Resources to indicate whethe# the fund inflow isf#om a scheme o# if 'ou ha+e #ecei+ed funds di#ectl' f#om an own #esou#ce li e sales ta! collection( In this e!am"le we willselect Sc e#es.

&te" 7 ;ow clic the Sc e#e 7&#e d#o" down to +iew a list of scheme names which a#e inded at the -ecei"t =eadle+el while c#eating account heads(;ote: =e#e onl' those schemes will e dis"la'ed fo# selections which a#e ma""ed fo# 'ou# %ccounting ntit' and fo# whicho ect heads e!ist fo# #ecei+ing the funds at the -ecei"t =ead le+el(

&te" 8 )#om the list select a scheme name( In this e!am"le we will select Indir& Aw&s oj&n& IA .&te" 8 ;ote > se#+e that all the details co##es"onding to the di+e#ted fund unde# the mentioned scheme is dis"la'ed(

/hese details a#e "o"ulated ased on the fund di+e#sion Pa'ment .ouche# added ea#lie#(;ote: a#lie# when entit' has added )und di+e#sion unde# scheme $ ;- % in "a'ment +ouche# he should ha+e selected

account head classification ;+(;G Sus*ense Account 102G ncl&ssified Sus*ense R/G Receiv&ble as this fund wille #ecei+a le late# on unde# this scheme(

)u#the# when I%E will #ecei+e this amount afte# that when entit' wants to #efund this amount ac to scheme $ ;- % he

Page 377 of 633

will select account head classification ;+(;G Sus*ense Account 102G ncl&ssified Sus*ense P/G P&"&ble (&te" 9 &elect the Pa'ment +ouche# dis"la'ed(&te" 10 ,lic Sub#it to #etu#n to the 're&te P&"#ent Bouc er "age( >n this "age o se#+e that all the fund di+e#sion

details a#e dis"la'ed(&te" 11 ,lic the Received In d#o" down to +iew a list of o"tions these o"tions allow 'ou to s"ecif' whethe# 'ou ha+e

#ecei+ed the amount as cash in hand o# if it s een de"osited in a an t#easu#' "ost office account(&te" 12 In this e!am"le we will select /&n4.&te" 12 ;ote When 'ou select /&n4 it im"lies that 'ou ha+e #ecei+ed this cash di#ectl' into a s"ecific an account( In

that case the s'stem will "#om"t 'ou to s"ecif' the an name and account num e# at which the cash has een de"osited(/he s'stem would dis"la' a list of #egiste#ed account num e#s ma""ed with the selected scheme(/he same #eCuisites a""l' fo# funds #ecei+ed in t#easu#' and "ost office accounts as well(;ote: If in Received In d#o" down 'ou select /&n4 Tre&sur" o# Post Office ut 'ou# "anch'at don t ha+e accountc#eated unde# the selected o"tion the s'stem will dis"la' an ale#t message stating that L/he#e a#e no accounts unde# theselection made(M

&te" 13 ,lic the Account 7o d#o" down to +iew a list of account num e#s ma""ed with selected scheme Indir& Aw&soj&n& IA .



&te" 14 In this e!am"le we will select /&n4 Of Indi& – 1000>0 (&te" 14 ;ote > se#+e that the othe# fields such as Recei*t )et&ils =etter5Advice 7o and =etter5Advice )&te a#e

disa led fo# data ent#'( /his im"lies that these details a#e auto "o"ulated ' the s'stem ased on the fund di+e#sionPa'ment .ouche# added ea#lie#(

&te" 15 In the P&rticul&rs field t'"e in the "a#ticula#s of the funds eing t#ansfe##ed( In this e!am"le we will t'"eRecei*t of diverted fund (

&te" 16 %fte# filling all #ele+ant details clic %ree6e to sa+e and f#ee*e all details ente#ed(&te" 16 ;ote > se#+e that a success message stating that the +ouche# details 'ou ente#ed has een f#ee*ed successfull' is

dis"la'ed( ;ow in this message o! notice that a +ouche# num e# is dis"la'ed( /his +ouche# num e# is uniCue and is autogene#ated ' the s'stem( /his +ouche# num e# is in a s"ecific fo#mat( /he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l

e&r5Bouc er t"*e5 Auto !ener&ted vouc er nu#ber ( In this e!am"le o se#+e that the +ouche# num e# dis"la'ed isIA 52010 115R512 ( /his indicates the following:

IA N Aenotes the scheme name Indi#a %was Eo ana unde# which 'ou ha+e #eco#ded the +ouche#(2010 11 N Aenotes the set financial 'ea#(R N Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#(

12 N Aenotes that this is the 12th

+ouche# eing c#eated in the s'stem(

&te" 16 ;ote 2 Eou can add this +ouche# num e# dis"la'ed in the success message this would e useful when 'ou want to

Page 378 of 633

unf#ee*e that s"ecific +ouche# details(&te" 17 >n the message o! clic O, (&te" 17 ;ote % f#ee*ed +ouche# will not e a+aila le fo# modification unli e a sa+ed +ouche#(

If 'ou clic S&ve it im"lies that 'ou ha+e ust sa+ed a +ouche# 'ou can #eo"en sa+ed +ouche#s late# and clic %ree6e tof#ee*e all details( In this case the s'stem will not gene#ate anothe# uniCue +ouche# num e#( It will onl' dis"la' a messagethat the +ouche# has een f#ee*ed successfull'(;ow if 'ou want to modif' a f#ee*ed +ouche# 'ou can do the same ' clic ing nfree6e on a -ecei"t .ouche#( /his willunf#ee*e all +ouche# details the#e ' ena ling modification deletion(%s soon as we unf#ee*e al#ead' f#ee*ed #ecei"t +ouche# a histo#' is maintained at ac end in data ase(

&te" 17 ;ote 2 >n the 're&te Recei*t Bouc er "age 'ou can clic 'le&r to clea# all details ente#ed in the "age and 'oucan clic 'lose to close the "age without sa+ing the details ente#ed(,ong#atulationsK Eou ha+e now lea#nt to add details fo# #efund of e!cess "a'ments using a -ecei"t .ouche#(



Page 379 of 633

20.2$ Modif"in! & Recei*t Bouc er

We ha+e lea#nt how to add a di#ect #ecei"t +ouche# using P-I%&oft(

We will now lea#n how to modif' a di#ect #ecei"t +ouche# which we ha+e added and sa+ed in the s'stem( /he $odif' functionwill allow 'ou to ma e changes to all fields in the fo#m e!ce"t .ouche# ;o( and #ecei"t t'"e(

;ote: =e#e we a#e ta ing an e!am"le of di#ect #ecei"t +ouche# fo# $odif'ing Aeleting )#ee*ing and Dnf#ee*ing simila#l'

ste"s will e followed to modif' delete f#ee*e and unf#ee*e all othe# t'"es of #ecei"t +ouche#s(


Pre 'onditionsG% )irect Recei*t Bouc er should al#ead' e added and sa+ed in the s'stem(



Post 'onditionsG>nce we modif' a )irect Recei*t Bouc er it will e a+aila le fo# fu#the# modifications f#ee*ing and deletion(

,lic 7eDt to +iew a demonst#ation on modif'ing di#ect #ecei"ts(

Page 380 of 633

20.2( Modif"in! & Recei*t Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the %nugul Jilla Panacha'at %dminist#ato# s #ole(

&te" 1 /he s'stem dis"la's Tr&ns&ction Bouc er Tr&ns&ctions Recei*t Bouc er Add Modif" )elete %ree6e nfree6eand Biew o"tions(&elect Modif" to modif' a #ecei"t +ouche#(

&te" 2 /he Modif" Recei*t Bouc er fo#m is dis"la'ed( /his fo#m dis"la's the sea#ch c#ite#ia to sea#ch the #ecei"t +ouche# 'ou want to

modif'( /he sea#ch c#ite#ia ha+e al#ead' een desc#i ed in "#e+ious demos(&te" 3 Eou can s"ecif' eithe# one o# all of the sea#ch c#ite#ia( In this e!am"le we a#e s"ecif'ing Recei*t T"*e ( ,lic Se&rc (

&te" 4 % sc#een is "o"ulated dis"la'ing all sa+ed #ecei"t +ouche#s in the s'stem acco#ding to the sea#ch c#ite#ia ente#ed( In thise!am"le onl' one +ouche# is dis"la'ed( &elect the +ouche# and clic Sub#it (

&te" 5 /he s'stem will dis"la' all the info#mation "e#taining to the selected #ecei"t +ouche# which has een sa+ed in the s'stem(

7oteG %ll fields ma# ed with #ed aste#is a#e mandato#' and cannot e left lan (



(&te" 6 If 'ou switch f#om one &cheme to anothe# the s'stem will dis"la' a message: All eDistin! d&t& will be c &n!ed &ccordin!l"

to t e selected sc e#e. )o "ou w&nt to continueH ,lic O, to #emo+e all classifications in the Sc e#e5 'o#*onent ( In this e!am"le we will clic S '&ncel ( /he#efo#e the s'stem will#etain the e!isting info#mation(

&te" 7 &elect Account Fe&d field to change the Sc e#e5 'o#*onent ( Eou can also select anothe# Sc e#e5 'o#*onent ( /hee!isting Account Fe&d is 7 RA= AR A /ASI' RA7T ( Eou can select 7 RA= AR A P R%ORMA' RA7T o# SP 'IA= AR A/ASI' RA7T (Eou can eithe# select S#&rt Se&rc o# )ro* down Se&rc ( Eou can also modif' the amount( In this e!am"le we will modif' theamount( ,lic Sub#it.

Page 381 of 633

&te" 8 Eou can also modif' the Received In field($odif' Received In to Post Office (

If 'ou select Received In as /&n4 Tre&sur" o# Post Office and the#e is no account c#eated in the @an /#easu#' o# Post >ffice thes'stem will dis"la' a message that no account has een c#eated unde# the e!isting an s( In this e!am"le we ha+e selected ReceivedIn as Post Office and the#e is no Post >ffice account the s'stem has dis"la'ed a message S 7o Post Office Account is &v&il&ble.Ple&se enter "our Post Office Account of P&nc &"&t t rou! M&n&!e Post Office Account for#.

/he#efo#e we will go ac and select /&n4 as Received In (

&te" 9 &"ecif' the Account 7o ( >nl' the account num e#s which a#e ma""ed to the selected schemes will e dis"la'ed in the d#o"down( In this e!am"le we will select /&n4 of Indi& 1000>0 and Recei*t )et&ils as ' eNue (

&te" 10 ,lic S&ve (

/he s'stem will dis"la' a message Bouc er nu#ber TF%'52010 115 R58 #odified successfull" /his modified +ouche# will e



/he s stem will dis la a message Bouc er nu#ber TF% 52010 115 R58 #odified successfull . /his modified +ouche# will ea+aila le fo# futu#e modifications f#ee*ing and deletion(

&te" 11 ,lic O, to #etu#n to Modif" Recei*t Bouc er fo#m(

&te" 12 ,lic 'lose to #etu#n to PRIASoft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to modif' a #ecei"t +ouche# in P-I%&oft(

Page 382 of 633

20.2+ )eletin! & Recei*t Bouc er

We ha+e lea#nt how to add and modif' a di#ect #ecei"t +ouche# using P-I%&oft(

We will now lea#n to delete a -ecei"t .ouche#(


Pre 'onditionsG

>nl' those #ecei"t +ouche#s can e deleted which ha+e een sa+ed ut not 'et f#ee*ed( >nce a #ecei"t +ouche# isf#ee*ed it will not e ena led fo# deletion( /o delete a f#ee*ed +ouche# it has to e unf#ee*ed(>nl' an Ad#inistr&tor can delete a #ecei"t +ouche#(Eou can also delete +ouche#s if the Aa' @oo fo# the co##es"onding +ouche# date has not een closed(

Post 'onditionsGAeleting a +ouche# will #emo+e it f#om the data ase and it will not e a+aila le fo# an' othe# modification o#decla#ation( It will also not e a+aila le in the ?edge# @oo o# ash @oo (



decla#ation( It will also not e a+aila le in the ?edge# @oo o# ,ash @oo (

,lic 7eDt to +iew a demonst#ation on deleting di#ect #ecei"ts

Page 383 of 633



20.2; %ree6in! & Recei*t Bouc er

We ha+e lea#nt how to add modif' and delete a di#ect #ecei"t +ouche# using P-I%&oft(

We will now lea#n how to f#ee*e a di#ect #ecei"t +ouche# which we ha+e added and sa+ed in the s'stem( /he )#ee*e functioncan e "e#fo#med while adding a +ouche#( Eou can di#ectl' f#ee*e a +ouche# without sa+ing it( /he s'stem will gene#ate a+ouche# num e# to indicate that the +ouche# 'ou ha+e f#ee*ed has een fi#st sa+ed and then f#ee*ed(


Pre 'onditionsG% #ecei"t +ouche# should al#ead' e added and sa+ed in the s'stem to ena le the %dminist#ato# to f#ee*e it(

Post 'onditionsG>nce a #ecei"t +ouche# is f#ee*ed it will not e a+aila le fo# deletion o# modification ut it will e a+aila le fo#

nfree6e (>nce the +ouche# has een f#ee*ed 'ou can close the Aa' @oo ( If +ouche#s ha+e onl' een sa+ed in the s'stem and



@ (not f#ee*ed the s'stem will "#om"t 'ou to %ree6e them while closing the Aa' @oo (>nce a Aa' @oo is closed fo# "a#ticula# date the s'stem will not allow 'ou to add a #ecei"t +ouche# on that date(

,lic 7eDt to +iew a demonst#ation on f#ee*ing di#ect #ecei"ts(

Page 385 of 633

20.2> %ree6in! & Recei*t Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the %nugul Jilla Panacha'at %dminist#ato# s#ole(

&te" 1 /he s'stem dis"la's Tr&ns&ction Bouc er Tr&ns&ctions Recei*t Bouc er Add Modif" )elete %ree6enfree6e and Biew o"tions(

&elect %ree6e to f#ee*e a #ecei"t +ouche#(&te" 2 /he %ree6e Recei*t Bouc er Page is dis"la'ed( /his "age dis"la's the sea#ch c#ite#ia to sea#ch the #ecei"t+ouche# 'ou want to f#ee*e( /he sea#ch c#ite#ia ha+e al#ead' een desc#i ed in "#e+ious demos(

&te" 3 Eou can ee" the same info#mation in the fo#m as in the e!am"le of )elete (&elect T irteent %in&nce 'o##ission TF%' as Sc e#e ( ,lic Se&rc (

&te" 4 /he s'stem will dis"la' all the +ouche#s "e#taining to T irteent %in&nce 'o##ission (In this "age 'ou can see that fou# +ouche#s a#e disa led fo# selection and fou# +ouche#s a#e ena led fo# selection( /he+ouche#s which ha+e een disa led fo# selection ha+e al#ead' een f#ee*ed( /he +ouche#s that a#e a+aila le fo# selection



a#e in the nfree6e state( In this e!am"le the#e is onl' one +ouche# showing S&a+e status(

&te" 5 &elect the +ouche# to e f#ee*ed( ,lic %ree6e (

/he s'stem will dis"la' a message that the +ouche# has een f#ee*ed successfull'(

&te" 6 ,lic O, to #etu#n to %ree6e Recei*t Bouc er fo#m(

&te" 7 ,lic 'lose to #etu#n to PRIASoft main menu "age(

,ong#atulations( Eou ha+e lea#nt to f#ee*e a #ecei"t +ouche# on P-I%&oft(

Page 386 of 633

20.30 nfree6in! & Recei*t Bouc er

We ha+e lea#nt how to add modif' delete and f#ee*e a di#ect #ecei"t +ouche# using P-I%&oft(

We will now lea#n how to unf#ee*e a di#ect #ecei"t +ouche# which we ha+e added and f#ee*ed in the s'stem( /he Dnf#ee*efunction will allow 'ou to unf#ee*e the +ouche#s which ha+e een f#ee*ed(

P#e ,onditions:

% #ecei"t +ouche# should al#ead' e #eco#ded sa+ed and f#ee*ed in the s'stem to ena le the %dminist#ato# to unf#ee*e it(

Post ,onditions:>nce a #ecei"t +ouche# is unf#ee*ed it will e again a+aila le fo# deletion modification and f#ee*ing(%s soon as we unf#ee*e al#ead' f#ee*ed +ouche# a histo#' is maintained at ac end(>nce the Aa' @oo is closed the +ouche#s a#e a+aila le in -ead >nl' mode and will not e a+aila le fo# unf#ee*ing(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing di#ect #ecei"ts(



Page 387 of 633

20.31 nfree6in! & Recei*t Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the %nugul Jilla Panacha'at %dminist#ato# s#ole(

&te" 1 /he s'stem dis"la's Tr&ns&ction Bouc er Tr&ns&ctions Recei*t Bouc er Add Modif" )elete %ree6enfree6e and Biew o"tions(&te" 2 &elect nfree6e to unf#ee*e a #ecei"t +ouche#(;ote /he nfree6e Recei*t Bouc er fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to unf#ee*e a #ecei"t

+ouche#(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 3 Eou can s"ecif' eithe# one of all of the sea#ch c#ite#ia( In this e!am"le we will select Recei*t T"*e )irect ( ,lic

Se&rc (&te" 4 /he s'stem will dis"la' all the +ouche#s "e#taining Recei*t T"*eG )irect which ha+e een f#ee*ed .

&elect the +ouche# 'ou want to unf#ee*e( ,lic nfree6e ( /he s'stem will dis"la' a message that the +ouche# has eenunf#ee*ed successfull'(



unf#ee ed successfull (&te" 5 ,lic O, to #etu#n to nfree6e Recei*t Bouc er fo#m(&te" 6 ,lic 'lose to #etu#n to PRIASoft main menu "age(

,ong#atulationsK Eou ha+e lea#nt to unf#ee*e a #ecei"t +ouche# on P-I%&oft(

Page 388 of 633

20.32 Biewin! & Recei*t Bouc er

We ha+e lea#nt how to add modif' delete f#ee*e and unf#ee*e a #ecei"t +ouche# using P-I%&oft(

We will now lea#n how to +iew a #ecei"t +ouche# which we ha+e added and f#ee*ed in the s'stem(


Pre 'onditionsG

% #ecei"t +ouche# should al#ead' e added in the s'stem to +iew it(

,lic 7eDt to +iew a demonst#ation on +iewing a #ecei"t +ouche#(



Page 389 of 633

20.33 Biewin! & Recei*t Bouc er )e#onstr&tion

&te" 1 /he s'stem dis"la's Tr&ns&ction Bouc er Tr&ns&ctions Recei*t Bouc er Add Modif" )elete %ree6enfree6e and Biew o"tions(

&elect Biew to .iew a #ecei"t +ouche#(&te" 2 /he Biew Recei*t Bouc er fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to +iew a #ecei"t +ouche#(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e leftlan (&te" 3 Eou can s"ecif' eithe# one of all of the sea#ch c#ite#ia( In this e!am"le we will select Recei*t T"*eJ )irect&te" 4 Select Sc e#e T irteent %in&nce 'o##ission TF%' (&te" 5 ,lic Se&rc (&te" 6 /he s'stem will dis"la' all the #ecei"t +ouche#s added unde# scheme T irteent %in&nce 'o##ission TF%' (

We can see that the +ouche# no TF%'52010 115 R58 is also dis"la'ed he#e which we ha+e modified ea#lie#(;ote: =e#e we can clic on each +ouche# no( to +iew details a out it(

&te" 7 ,lic 'lose to #etu#n to Biew Recei*t Bouc er "age(&te" 8 ,lic 'lose to #etu#n to PRIASoft main menu "age(

ong#atulationsK Eou ha+e lea#nt to +iew a #ecei"t +ouche# on P-I%&oft(



,ong#atulationsK Eou ha+e lea#nt to +iew a #ecei t +ouche# on P I%&oft(

Page 390 of 633

20.3$ Module Su##&r"

We ha+e now #eached the end of this module on $anaging -ecei"ts using P-I%&oft( In this module we lea#nt to:

• %dd -ecei"ts(• $odif' -ecei"ts(• Aelete -ecei"ts(• )#ee*e -ecei"ts(• Dnf#ee*e -ecei"ts(• .iew -ecei"ts(



Page 391 of 633



21.2 P&"#ent Bouc ers

% Pa'ment .ouche# is #eCui#ed ' accounting entit' to #eco#d o# ca"tu#e the details of an' outflow of funds f#om thePancha'at(

>nce the accounting entit' has set the financial 'ea# and has ente#ed the #eCuisite maste# ent#' fo# ca##'ing outt#ansactions the' can fo#mall' ca"tu#e all details "e#taining to the e!"enditu#e incu##ed(

/he accounting entit' could #eco#d e!"enditu#e incu##ed ' them in the fo#m ofU !"enditu#e Pa'mentsU /#ansfe# Pa'mentsU %d+ance Pa'mentsU ecei"t ancellation



U -ecei"t ,ancellationU )und Ai+e#sion

!"enditu#e Pa'ment Dsing D*enditure o"tion an %ccounting ntit' #eco#ds the outflow of thefund ' the Pancha'at fo# de+elo"ment acti+ities li e const#uction of #oads

uilding of schools etc(/#ansfe# Pa'ment Dsing the Tr&nsfer o"tion an %ccounting ntit' #eco#ds the outflow of the

fund ' it as t#ansfe##ed mone' to othe# accounting entities(%d+ance Pa'ment Dsing the Adv&nce o"tion an %ccounting ntit' #eco#ds the outflow of the

fund ' it as ad+ance mone' "#o+ided to othe# accounting entities(

Page 393 of 633

-ecei"t ,ancellation Dsing the Recei*t '&ncell&tiono"tion an %ccounting ntit' #eco#ds an cancellation ent#' against the al#ead'#eco#ded #ecei"t +ouche# ' it(

)und Ai+e#sion Dsing the %und )iversion o"tion an %ccounting ntit' di+e#ts a ce#tainamount of fund which was "#e+iousl' assigned fo# one scheme to anothe#scheme(

21.3 Addin! D*enditure P&"#ent Bouc er

%n accounting entit' incu#s a lot of e!"enditu#e fo# se+e#al Wo# s and othe# acti+ities( /hese "a'ment details should eca"tu#ed in !"enditu#e o"tion unde# Pa'ment .ouche#s(

?et us now lea#n how to add e!"enditu#e details in a Pa'ment .ouche#(




Pre conditionsG@efo#e adding a Pa'ment .ouche# 'ou must ensu#e that all $aste# Aata is #eco#ded in the data ase i(e( if 'ou wantto #eco#d a Pa'ment .ouche# co##es"onding to a @an 'ou must ensu#e that details of the #es"ecti+e @an @#anch@an %ccount and &chemes a#e c#eated fo# that s"ecific accounting entit'(Eou must also ensu#e that the schemes fo# which 'ou want to #eco#d "a'ment a#e inded at the !"enditu#e =eadle+el and the > ect =eads a#e c#eated at the !"enditu#e =ead le+el fo# the scheme own #esou#ces and ma""eda""#o"#iatel'(

Post conditionsG%fte# sa+ing a "a'ment +ouche# in P-I%&oft the +ouche# info#mation will e #eflected in the co##es"onding #e"o#ts +i*Aa' @oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'ments accounts(%fte# sa+ing "a'ment +ouche# it will e a+aila le fu#the# fo# modification f#ee*ing and deletion(If we unf#ee*e al#ead' f#ee*ed "a'ment +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which +ouche# was #eco#ded it will not e a+aila le fo# fu#the# unf#ee*ing anddeletion(>nl' a P-I %dminist#ato# can )#ee*e +ouche#s( >the# use#s can onl' sa+e +ouche#s(

Page 394 of 633

,lic 7eDt to +iew a demonst#ation on adding e!"enditu#e details in a Pa'ment .ouche#(



Page 395 of 633

21.$ Addin! D*enditure P&"#ent Bouc er )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the e!"enditu#e "a'ment +ouche# fo# hisentit' unde# scheme @ac wa#d -egion #ant )und and its com"onent Ae+elo"ment #ants fo# fund "#o+ided toagenc' fo# const#uction wo# (

&te" 1 ;ote >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and

"asswo#d(

&te" 2 > se#+e that 'ou a#e di#ected to Select Role "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o"down list to +iew a list of #oles(





, g g (

&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ctions to +iew a list of +a#ious t#ansactions 'ou can "e#fo#munde# it(

&te" 6 Dnde# Bouc er Tr&ns&ctions clic P&"#ent Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde#it(

;ote > se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew Pa'ment .ouche#s(

&te" 7 ,lic Add to add a Pa'ment .ouche#(

Page 396 of 633

;ote > se#+e that the 're&te P&"#ent Bouc er "age dis"la's the &tate name the Jilla Pancha'at name and'ou# use#name( /he "age also dis"la's a Fel* featu#e( @' clic ing Fel* 'ou can access info#mation a out how 'oucan #eco#d a Pa'ment .ouche#(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannote left lan .

&te" 8 In the 7&ture of P&"#ent section 'ou can select the natu#e of the +ouche# 'ou want to c#eate we ha+efollowing o"tions unde# "a'ment +ouche# D*enditure Tr&nsfer Adv&nces Recei*t '&ncell&tion or %und)iversion: ( In this e!am"le ecause we a#e adding details fo# e!"enditu#e we will select D*enditure (

&te" 9 ,lic the Eor4s d#o" down to +iew a list of wo# s #egiste#ed fo# 'ou# Pancha'at(

;ote: /his list dis"la's onl' those wo# s that a#e #eco#ded in maste# data ent#' ' 'ou# "ancha'at unde# Eor4 '&seRecords ( Wo# s is an o"tional field(



Records ( Wo# s is an o tional field(

&te" 10 In this e!am"le we will select 'onstruction (

;ote In the D*enditure Incurred nder section 'ou can now select Sc e#es o# Own Resources to indicate ifthe fund "a'ment is th#ough a scheme o# th#ough an >wn -esou#ce( Ae"ending on the sou#ce of funding selecteds'stem will dis"la' account heads fo# selection which a#e inded at the e!"enditu#e head le+el while c#eating accountheads(

In this e!am"le we ha+e mentioned the Wo# name 'onstruction ( When this detail was #eco#ded unde# Eor4s'&se Record the funding of this wo# was assigned to a scheme( /he#efo#e in this case the D*enditureIncurred nder section dis"la's onl' Sc e#es ( If the wo# was assigned to an own #esou#ce this section wouldha+e dis"la'ed Own Resources (

Page 397 of 633

&te" 11 In this e!am"le in the D*enditure Incurred nder section we will select Sc e#es.

&te" 12 ;ow clic the Sc e#e 7&#e d#o" down to +iew a list of scheme names( /his list dis"la's all thoseschemes that a#e listed as the sou#ce of funding fo# the mentioned Wo# (

;ote: =e#e onl' those schemes will e dis"la'ed fo# selections which a#e ma""ed fo# 'ou# accounting entit' and fo#which o ect heads e!ist at the !"enditu#e =ead le+el(

&te" 13 In this e!am"le we will select /&c4w&rd Re!ion r&nt %unds.

;ote >nce 'ou ha+e selected the scheme name the s'stem "#om"ts 'ou to select the %ccount =ead classificationacco#ding to scheme selected(



&te" 14 ,lic the Account Fe&d field to o"en a se"a#ate window dis"la'ing the Account Fe&d "age(

Page 398 of 633

;ote /his "age allows 'ou to s"ecif' the head of accounts unde# which the +ouche# is eing #eco#ded and theamount "aid unde# the selected scheme(

;ote: =e#e dis"la'ed head of accounts is ased on $%& $odel %ccounting &'stem fo# "ancha'at defined ',ont#olle# and %udito# ene#al ,<% of India and $inist#' of Pancha'at -a $oP- (

Eou can s"ecif' details #ega#ding the %ccount =ead classification ' using eithe# of the two o"tions "#o+ided S#&rt

Se&rc and )ro* )own Se&rc (

In S#&rt Se&rc :Eou ma' sea#ch the account heads ' t'"ing an' digit of the account head code o# the st#ing in the account headdesc#i"tion( /he &'stem dis"la's 'ou a list of account heads com inations com"#ising of the ente#ed digit o# st#ingclassification

In )ro* )own Se&rc G &'stem will dis"la' all %ccount =eads such as $a o# =eads $ino# =eads and > ect =eads in a d#o" down list



& stem will dis la all %ccount eads such as $a o# eads $ino# eads and ect eads in a d#o down list

;ote: &'stem will dis"la' 'ou onl' those ma o# heads mino# heads and o ect heads to which the selectedscheme own #esou#ces is ma""ed at the e!"enditu#e side unde# su head #efe# module managing su heads

&te" 15 In this e!am"le we will select S#&rt Se&rc

;ote In this e!am"le o se#+e that unde# /&c4w&rd Re!ion r&nt %unds se+e#al com"onents a#e listed(

;ote: /hese a#e the com"onents unde# which the mone' is "aid unde# /&c4w&rd Re!ion r&nt %unds.

&te" 16 In the Select Account Fe&d section select a com"onent f#om the list dis"la'ed( In this e!am"le we willselect )evelo*#ent r&nts.

Page 399 of 633

;ote >nce the %ccount =ead is selected the s'stem "#om"ts 'ou to s"ecif' the %ccount =ead classification such asthe $a o# =ead $ino# =ead and > ect =ead (

&te" 17 In the Account Fe&d field t'"e a num e#( In this e!am"le we will t'"e 2 (

&te" 18 > se#+e that the s'stem automaticall' dis"la's the %ccount =ead classifications #ele+ant to the mentioned

num e# 2 a o+e( In this e!am"le we will select 20(> G M&inten&nce of 'o##unit" Assets 101 G M&inten&nce&nd Re*&irs ;0 G Ot er D*enditure.

&te" 19 ;ow in the A#ount 9in Rs: field t'"e the e!"enditu#e amount( In this e!am"le we will t'"e 1(000 (

&te" 20 ,lic Sub#it to sa+e the details ente#ed(



;ote > se#+e that the %ccount =ead details 'ou mentioned a#e now dis"la'ed in the Sc e#e 7&#e section on the're&te P&"#ent Bouc er "age( /he s"ecified e!"enditu#e amount is dis"la'ed in the Tot&l A#ount 9in Rs: fieldin the #ead onl' mode(

;ote Reference 7o and /ill 7o a#e o"tional fields( Eou can choose to ente# o# lea+e this field em"t'( In thise!am"le in the Reference 7o and /ill 7o fields we will t'"e 123$22 and 2323$ #es"ecti+el'(

&te" 21 In the Bouc er )&te field t'"e in a date in the DD/MM/YYYY fo#mat( In this e!am"le we will t'"e in0350$52010.

Page 400 of 633

;ote• Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# and

should e less than the cu##ent date(

=e#e the &et )inancial 'ea# fo# the logged in JP Is 2010 2011 then 'ou must ensu#e that the +ouche# date is etween01 04 2010 and the cu##ent date(

• Eou can also choose the date ' using the )&te Pic4er5'&lend&r "#o+ided( If 'ou clic the )&te Pic4er 'default it will dis"la' the calenda# co##es"onding the date on which the last Pa'ment .ouche# was #eco#ded fo#'ou# accounting unit( Eou can then fli" th#ough the calenda# to choose 'ou# desi#ed date(

• If the t#ansaction 'ou a#e #eco#ding is the fi#st t#ansaction fo# the set financial 'ea# then the calenda# willdis"la' the date 01 st %"#il co##es"onding to the sta#t of the financial 'ea#(

• /he Bouc er )&te field will not allow 'ou to #eco#d a date fo# which the da' oo s ha+e een closed(



;ote > se#+e that ased on the %ccount =ead details #eco#ded ea#lie# the Tot&l A#ount 9in Rs: field is

automaticall' dis"la'ing the amount( In this e!am"le we a#e ente#ing details onl' in the mandato#' fields the#efo#ewe shall now "#oceed to s"ecif'ing the "a#ticula#s of this Pa'ment .ouche#(

&te" 22 In the P&rticul&rs field t'"e in the desc#i"tion of the e!"enditu#e made( In this e!am"le we will t'"eD*enditure boo4ed for construction wor4s.

;ote %fte# this 'ou a#e #eCui#ed to s"ecif' the mode of "a'ment th#ough which 'ou want to "#o+ide funds fo# thewo# this can e a cheCue demand d#aft o# lette# ad+ice(

&te" 23 In the P&"#ent )et&ils section clic the Mode of P&"#ent d#o" down to +iew a list of modes of"a'ment using which 'ou want to "a' out funds(

Page 401 of 633

;ote )#om the list of $ode of Pa'ment '&s im"lies "a'ments made th#ough cash ' eNue im"lies "a'mentsmade using cheCues )e#&nd )r&fts im"lies "a'ments made to onl' a single eneficia#' using demand d#afts=etter5Advice im"lies "a'ments made to multi"le eneficia#ies using lette# ad+ice(

/he mode Adjust#ent is usuall' used fo# ad ustment of ad+ances gi+en to an' eneficia#' >@ ad+ances and stocad+ances( )o# e!am"le if we ha+e handed out an' item in the fo#m of ad+ances then we will use the modeAdjust#ent (

)eduction im"lies ta! cuts made that is an' ta! o# fine deductions f#om the sala#' of em"lo'ees (

/he mode of "a'ment ,ind im"lies "a'ments made ' issuing items to the eneficia#'( )o# e!am"le if a cement agwo#th -s 1000 is handed out as a "a'ment to an' cont#acto# it signifies e!"enditu#e in ,ind (

;ote If 'ou had selected ;$$3 – 'ivil )e*osit ;+(; – Sus*ense Account ;00> – Provident %und and ;011Insur&nce - Pension funds as the $a o# =ead unde# %ccount =ead classification then the "a'ment details sectionwill dis"la' onl' the following modes of "a'ment c&s c eNue de#&nd dr&ft &nd letter5&dvice ( It is ecause



g ("a'ments made unde# these $a o# =eads a#e usuall' deduction #edem"tion "a'ments that these could e an' .%/o# sales ta! deduction and so on (

&te" 24 )#om this list select a mode of "a'ment( In this e!am"le we will select '&s (

&te" 25 ,lic the To E o# P&id field to o"en a se"a#ate window dis"la'ing the To E o# P&id "age(

&te" 26 ,lic the To E o# P&id d#o" down to +iew a list of "a'ees such as agenc' em"lo'ee #esident linede"a#tment and othe#s(

Page 402 of 633

;ote @efo#e #eco#ding an' "a'ments unde# agenc' em"lo'ee #esident line de"a#tment o# othe#s 'ou must ensu#ethat all #ele+ant maste# data is #eco#ded in the s'stem( /o now how these data a#e #eco#ded #efe# to the module='"e#lin : $odule ;ames

&te" 27 )#om the list select a eneficia#'( In this e!am"le we will select A!enc" (

;ote If 'ou ha+e not #eco#ded an' agenc' name du#ing maste# data ent#' 'ou can do the same now ' clic ingthe Add 7ew A!enc" utton( Aata #eco#ded using this o"tion gets u"dated in the maste#s as well(

&te" 28 > se#+e that a list of all agencies #egiste#ed with the s'stem fo# 'ou# accounting entit' is dis"la'ed( )#omthe list select the agencies co##es"onding to which 'ou want to #eco#d "a'ments( In this e!am"le we will select twoagencies ASST. )IR 'TOR 9T QTI= S: )F 7,A7A= and ASST. )IR 'TOR %ISF RI S A7 =. (



&te" 29 In the A#ount field co##es"onding to the agencies selected t'"e the amount "aid( In this e!am"leco##es"onding to the agencies ASST. )IR 'TOR 9T QTI= S: )F 7,A7A= and ASST. )IR 'TOR %ISF RI SA7 = we will t'"e 8(00 and 8(00 #es"ecti+el'(

&te" 30 ,lic Sub#it to sa+e the agenc' details ente#ed and #etu#n to the 're&te P&"#ent Bouc er "age(

;ote > se#+e that all the e!"enditu#e details #eco#ded a#e dis"la'ed in the P&"#ents )et&ils section( If 'ou wantto #eco#d details fo# multi"le modes of "a'ment 'ou can do the same ' clic ing %dd lin "#o+ided =e#e we willfollow the same "#ocedu#e which we ha+e followed a o+e(

>nce 'ou ha+e #eco#ded details fo# a "a'ment 'ou cannot change the mode of "a'ment data fo# that "a'ment( If'ou t#' doing the same the s'stem will dis"la' the message LPa'ment mode cannot e changed( /o change themode "lease #emo+e this ent#' and add a new ent#'(M

Page 403 of 633

;ote If 'ou select the mode of "a'ment as ' eNue 'ou will e di#ected to a se"a#ate window whe#ein 'ou musts"ecif' details such as the issuing account t'"e an account t#easu#' PA account "ost office account accountnum e# cheCue num e# issuing date and amount(

;ote: /hat a cheCue can e issued to one eneficia#' onl'( If 'ou want to issue a cheCue fo# multi"le schemes andmulti"le %ccount =ead classifications 'ou can do so ' c#eating multi"le +ouche#s( )o# e!am"le if 'ou want to ma e"a'ments to diffe#ent %ccount =eads th#ough the schemes /=), $ ;- % and @- ) using a cheCue issued f#om as"ecific account num e# 'ou can do so ' c#eating multi"le +ouche#s(

If 'ou select the mode of "a'ment as )e#&nd )r&ft 'ou will e di#ected to a se"a#ate window whe#ein 'ou need tos"ecif' details such as the issuing account t'"e an account t#easu#' PA account "ost office account accountnum e# mode of "a'ment cash o# cheCue using which 'ou c#eated the AA cheCue num e# issuing date andamount(

If 'ou select the mode of "a'ment as =etter5Advice 'ou will e di#ected to a se"a#ate window whe#ein 'ou need tos"ecif' details such as the issuing account t'"e an account t#easu#' PA account and "ost office account accountnum e# issuing date and amount(



&te" 31 %fte# filling all #ele+ant details on the 're&te P&"#ent Bouc er "age clic %ree6e (

;ote > se#+e that a message stating that L,ash @alance is insufficient( &o this +ouche# cannot e f#ee*ed( Pleasechec 'ou# alances(M is dis"la'ed( /his im"lies that funds a#e inadeCuate fo# this e!"enditu#e( /he#efo#e the +ouche#can onl' e sa+ed ut will not e allowed to f#ee*e(

In this case to #ectif' this e##o# 'ou must ensu#e that adeCuate fund #ecei"ts a#e #eco#ded in the s'stem and then'ou can "#oceed with f#ee*ing this +ouche#(

Page 404 of 633

;ote If the#e a#e adeCuate funds a+aila le fo# the e!"enditu#e then the s'stem dis"la's a message that the +ouche#details 'ou ente#ed has een f#ee*ed successfull'( ;ow in this message o! notice that a +ouche# num e# isdis"la'ed( /his +ouche# num e# is uniCue and is auto gene#ated ' the s'stem( /his +ouche# num e# is in a s"ecificfo#mat( /he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l e&r5Bouc er t"*e5 Auto !ener&ted vouc er nu#ber (In this e!am"le o se#+e that the +ouche# num e# dis"la'ed is /R %52010 20115P510 ( /his indicates thefollowing:

/R % N Aenotes the scheme name @ac wa#d -egion #ant )unds unde# which 'ou ha+e #eco#ded the

+ouche#2010 2011 N Aenotes the set financial 'ea#P N Aenotes the t'"e of +ouche# which in ou# case is a Pa'ment .ouche#10 N Aenotes that this is the 10th +ouche# eing c#eated in the s'stem i(e( It denotes auto gene#ated se#ialno of +ouche#(

;ote Eou can #eco#d this +ouche# num e# dis"la'ed in the success message this would e useful when 'ou want to+iew modif' that s"ecific +ouche# details(



&te" 32 >n the message o! dis"la'ed clic O, (

Page 405 of 633

;ote % f#ee*ed +ouche# will not e a+aila le fo# modification unli e a sa+ed +ouche#(

If 'ou clic &a+e it im"lies that 'ou ha+e ust sa+ed a +ouche# 'ou can #eo"en sa+ed +ouche#s late# and clic%ree6e to f#ee*e all details( In this case the s'stem will not gene#ate anothe# uniCue +ouche# num e#( It will onl'dis"la' a message that the +ouche# has een f#ee*ed successfull'(

;ow if 'ou want to modif' a f#o*en +ouche# 'ou can do the same ' clic ing nfree6e on a +ouche#( /his willunf#ee*e all +ouche# details the#e ' ena ling modification deletion(

;ote: Eou can unf#ee*e onl' those "a'ment +ouche# fo# which da' oo has not een closed( >nce the da' oo haseen closed fo# "a#ticula# date 'ou cannot unf#ee*e +ouche# fo# that date(

%s soon as we unf#ee*e al#ead' f#ee*ed "a'ment +ouche# a histo#' is maintained at ac end in data ase(

;ote >n the 're&te P&"#ent Bouc er "age 'ou can clic 'le&r to clea# all details ente#ed in the "age and 'oucan clic 'lose to close the "age without sa+ing the details ente#ed(



,ong#atulationsK Eou ha+e now lea#nt to add e!"enditu#e details in a Pa'ment .ouche#(

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21.( Addin! Tr&nsfer P&"#ent Bouc ers

>ne accounting entit' ma' t#ansfe# funds to anothe# accounting entit' fo# +a#ious "u#"oses( /he accounting entit' thatt#ansfe#s funds #eco#ds a Pa'ment .ouche# fo# the funds t#ansfe##ed whe#eas the accounting entit' that #ecei+e funds#eco#ds a -ecei"t .ouche#(

)o# e!am"le if 'ou# accounting entit' t#ansfe#s funds to anothe# accounting entit' 'ou need to #eco#d the t#ansfe# "a'ment+ouche# fo# this t#ansaction(

P-I%&oft "#o+ides 'ou the facilit' to #eco#d all such t#ansactions in /#ansfe# o"tion unde# Pa'ment .ouche#(

%s a P-I accounting official 'ou need to ee" a #eco#d of the funds "aid out th#ough t#ansfe# "a'ment in the P-I%&ofta""lication(

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een((

Pre conditionsG

/ # #d # f # " ' h # # h



/o #eco#d a t#ansfe# "a'ment +ouche# ensu#e that:&ufficient >"ening alance amount must e a+aila le in the accounts unde# the selected &cheme ,om"onent f#omwhich "a'ments a#e to e made(%ll $aste# Aata is #eco#ded in the data ase i(e( if 'ou want to #eco#d a .ouche# co##es"onding to a @an 'ou mustensu#e that details of the #es"ecti+e @an @#anch @an %ccount and &chemes a#e c#eated fo# that s"ecific accountingentit'(/he P-I accounting entit' to whom 'ou a#e going to t#ansfe# the "a'ments must ha+e een s"ecified(

Post conditionsG%fte# sa+ing a t#ansfe# "a'ment +ouche# in P-I%&oft the +ouche# info#mation will e #eflected in the co##es"onding#e"o#ts +i* Aa' @oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'mentsaccounts(%fte# sa+ing t#ansfe# "a'ment +ouche# it will e a+aila le fu#the# fo# modification f#ee*ing and deletion(

If we unf#ee*e al#ead' f#ee*ed "a'ment +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which +ouche# was #eco#ded it will not e a+aila le fo# fu#the# unf#ee*ing anddeletion(

Page 407 of 633

>nl' a P-I %dminist#ato# can )#ee*e +ouche#s( Dse#s can onl' sa+e +ouche#s(>nce a t#ansfe# "a'ment +ouche# is f#ee*ed anothe# accounting entit' will e a le to #ecei+e the t#ansfe##ed"a'ment(

,lic 7eDt to +iew a demonst#ation on #eco#ding /#ansfe# Pa'ment .ouche#s(



Page 408 of 633

21.+ Addin! Tr&nsfer P&"#ent Bouc ers )e#onstr&tion

;ote: We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the t#ansfe# "a'ment +ouche# fo# his entit'unde# scheme /hi#teenth )inance ,ommission and com"onent ene#al %#ea @asic #ant %@ fo# amount t#ansfe##ed to

Ps %;/D?% .illage Pancha'at < Cui+alent and %; %-@%;A=% .illage Pancha'at < Cui+alent ' mode of Pa'ment?ette# %d+ice(

&te" 1 ;ote >n the P-I%&oft home "age in the Dse#name and Passwo#d fields t'"e in the #eCui#ed use#name and the

"asswo#d(

&te" 1 > se#+e that 'ou a#e di#ected to the Select Role "age whe#e in 'ou can select 'ou# #ole( ,lic Role d#o" down to+iew the list of #oles(

&te" 2 )#om the list select #ole (In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.

;ote: In the )istrict d#o" down list o se#+e that Anu!ul is selected ' default( In this e!am"le the %nugul Jilla "ancha'atis t#ansfe##ing funds to the +illage "ancha'at(



&te" 3 ,lic Sub#it to na+igate to P-I%&oft main menu "age(

&te" 4 >n the P-I%&oft main menu "age clic Tr&ns&ction.

&te" 5 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er Add to #eco#d the "a'ment of funds(;ote: /he 're&te P&"#ent Bouc er "age is dis"la'ed(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e leftlan .

;ote: > se#+e that a Fel* lin is dis"la'ed at the to" of the ,#eate Pa'ment .ouche# "age( We can clic this lin to getguidance on s"ecif'ing details fo# #eco#ding t#ansfe# "a'ment +ouche#s(

Page 409 of 633

&te" 6 >n the 're&te P&"#ent Bouc er "age in the D*enditure )et&ils section select the desi#ed 7&ture ofP&"#ent. In this e!am"le we will select Tr&nsfer.

7oteG %n accounting entit' can t#ansfe# "a'ments eithe# f#om schemes o# own #esou#ces(

(&te" 7 In this e!am"le in the D*enditure Incurred nder section we will select Sc e#es.

&te" 8 ,lic the Sc e#e 7&#e d#o" down list to +iew a list of a+aila le schemes(

&te" 9 )#om the Sc e#e 7&#e d#o" down select the scheme f#om which 'ou want to t#ansfe# funds( In this e!am"le wewill select the T irteent %in&nce 'o##ission TF%' (

;ote: =e#e onl' those schemes will e dis"la'ed fo# selections which a#e ma""ed fo# 'ou# accounting entit' and fo# whicho ect heads e!ist at the -ecei"t =ead le+el(

;ote: >nce 'ou ha+e selected the scheme name the s'stem "#om"ts 'ou to select the %ccount =ead classification acco#ding



to scheme selected(

&te" 10 ,lic the Account Fe&d field to o"en a se"a#ate window dis"la'ing the %ccount =ead "age(

Page 410 of 633

;ote /his "age allows 'ou to s"ecif' the head of accounts unde# which the +ouche# is eing #eco#ded and the amount "aidunde# the selected scheme(

;ote: =e#e dis"la'ed head of accounts is ased on $%& $odel %ccounting &'stem fo# "ancha'at defined ' ,ont#olle# and%udito# ene#al ,<% of India and $inist#' of Pancha'at -a $>P- (

Eou can s"ecif' details #ega#ding the %ccount =ead classification ' using eithe# of the two o"tions "#o+ided S#&rt Se&rc and )ro* )own Se&rc (

In S#&rt Se&rc :Eou ma' sea#ch the account heads ' t'"ing an' digit of the account head code o# the st#ing in the account head desc#i"tion(/he &'stem dis"la's 'ou a list of account heads com inations com"#ising of the ente#ed digit o# st#ing classification


;ote: &'stem will dis"la' 'ou onl' those ma o# heads mino# heads and o ect heads to which the selected scheme own#esou#ces is ma""ed at the #ecei"t side unde# su head #efe# module managing su heads



;ote: In this e!am"le S#&rt Se&rc is selected ' default

;ote: > se#+e that the T irteent %in&nce 'o##ission scheme is dis"la'ed listing the fou# com"onents unde# it(

;ote: /hese a#e the com"onents unde# which the mone' is "aid unde# T irteent %in&nce 'o##ission (

&te" 11 In the Select Account Fe&d section unde# the T irteent %in&nce 'o##ission scheme select the desi#edcom"onent( In this e!am"le we will select 7 RA= AR A /ASI' RA7T 9 A/ :.

&te" 12 ;ote >nce the %ccount =ead is selected the s'stem "#om"ts 'ou to s"ecif' the %ccount =ead classification suchas the $a o# =ead $ino# =ead and > ect =ead (

&te" 12 In the Account Fe&d field t'"e an' #ele+ant digit( In this e!am"le we will t'"e 1+.

Page 411 of 633

&te" 13 > se#+e that the s'stem automaticall' dis"la's the %ccount =ead classifications #ele+ant to the mentioned num e#16 a o+e( In this e!am"le we will select 1+01G r&nts in &id 101G r&nts fro# 'entr&l overn#ent 01G S&l&ries.

&te" 14 In the A#ount 9in Rs.: field t'"e in the amount that needs to e t#ansfe##ed( In this e!am"le we will t'"e20000.

&te" 15 ,lic Sub#it.

;ote: /he Reference 7o and /ill 7o fields a#e non mandato#' in which data ma' o# ma' not e ente#ed(;ote: In the Bouc er )&te field t'"e in a date in the AA $$ EEEE fo#mat( In this e!am"le 1st %"#il 2010 is the last#eco#ded +ouche# date( =ence this date 01 04 2010 is dis"la'ed ' default we will ta e this date onl'(

;ote:Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# and should not

e mo#e than the cu##ent date(

=e#e the &et )inancial 'ea# fo# the logged in JP Is 2010 2011 then 'ou must ensu#e that the +ouche# date is etween01 04 2010 d h ## d (



01 04 2010 and the cu##ent date(

Eou can also choose the date ' using the )&te Pic4er5'&lend&r "#o+ided( If 'ou clic the )&te Pic4er ' default itwill dis"la' the calenda# co##es"onding the date on which the last Pa'ment .ouche# was #eco#ded fo# 'ou# accountingunit( Eou can then fli" th#ough the calenda# to choose 'ou# desi#ed date(If the t#ansaction 'ou a#e #eco#ding is the fi#st t#ansaction fo# the set financial 'ea# then the calenda# will dis"la' thedate 01 st %"#il co##es"onding to the sta#t of the financial 'ea#(/he Bouc er )&te field will not allow 'ou to #eco#d a date fo# which the da' oo s ha+e een closed(

7oteG We had al#ead' s"ecified the %mount as -s( 20000 while selecting the scheme com"onents and the %ccount =eads(

/he same amount is auto "o"ulated on the 're&te P&"#ent Bouc er "age in the Tot&l A#ount 9in Rs.: field(

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&te" 16 In the P&rticul&rs field t'"e in the details of the "a'ment that needs to e t#ansfe##ed( In this e!am"le we willt'"e P&"#ent tr&nsferred to 2 Ps t rou! c eNue nu#ber 1008;+ to indicate that we a#e t#ansfe##ing "a'ment totwo Ps #am .illage Pancha'ats unde# one account head(

;ote: %fte# s"ecif'ing the D*enditure )et&ils we a#e #eCui#ed to s"ecif' the P&"#ent )et&ils in the P-I%&oft a""lication(We will s"ecif' the cheCue num e# th#ough which "a'ment is eing ca##ied out in the P&rticul&rs section and the=etter5Advice "a'ment details in the P&"#ent )et&ils section(

&te" 17 ,lic the Mode of P&"#ent d#o" down list(

&te" 18 )#om the Mode of P&"#ent d#o" down select the desi#ed "a'ment mode( In this e!am"le we will select=etter5Advice ecause we a#e t#ansfe##ing the amount to multi"le Ps #am .illage Pancha'ats (



Page 413 of 633

/he#e a#e +a#ious methods in which "a'ments can e t#ansfe##ed f#om one accounting entit' to anothe#( /he' a#e:

?ette# %d+ice,heCueAemand A#aft AAAi#ect /#ansfe#

If funds ha+e to e t#ansfe##ed to multi"le Ps the mode of "a'ment should e eithe# =etter5Advice o# )irect Tr&nsfer.If ,heCue is selected as the mode of "a'ment additional details need to e s"ecified fo# #eco#ding the "a'ment +ouche#(/hese include:

&electing account t'"e th#ough which the "a'ment is to e made whethe# the account is a an t#easu#' o# "ostoffice account(

&"ecif'ing the account num e# f#om the accounts list d#o" down co##es"onding to the selected account t'"e( =e#e thes'stem dis"la's onl' those account t'"es and num e#s to which the selected scheme the /hi#teenth )inance



s stem dis la s onl those account t es and num e#s to which the selected scheme the /hi#teenth )inance,ommission in this case is ma""ed(

&"ecif'ing the cheCue num e# and cheCue date in the AA $$ EEEE fo#mat( /he ,heCue date should e g#eate# thanthe cheCue oo issued date(

If the#e is no cheCue oo issued unde# the selected account num e# the s'stem "#o+ides us a facilit' to c#eate a cheCueoo ( /he s'stem also "#o+ides a lin to add cheCue oo fo# selected account num e#(

Page 414 of 633

&imila#l' if the mode of "a'ment is selected as AA 'ou need to choose in the Aetails field if the "a'ment needs to e madeth#ough cash o# cheCue( If 'ou select ,ash mention the ,ash amount that 'ou a#e "a'ing fo# the AA(

If 'ou select ,heCue fo# the "#e"a#ation of the AA 'ou would e #eCui#ed to mention the cheCue num e# cheCue date AAnum e# AA date and AA cha#ges( >nce 'ou clic on the cheCue num e# field the s'stem will dis"la' the a+aila le cheCueleafs fo# the selected account num e#(/he Ai#ect /#ansfe# mode of "a'ment is used fo# ma ing "a'ments online( >nce 'ou select the Ai#ect /#ansfe# mode of"a'ment in the Aetails section 'ou a#e #eCui#ed to select the account t'"e f#om which the "a'ment is going to e made suchas an s t#easu#ies o# "ost offices and the account num e# f#om which the "a'ment needs to e deducted( %ccount

num e#s that a#e ma""ed to the selected scheme will e the onl' accounts a+aila le fo# selection(

&te" 19 In the P&"#ent )et&ils section clic in the )et&ils field to dis"la' the =etter5Advice "age(

&te" 20 In the Account T"*e section select the account t'"e th#ough which 'ou want to ma e the "a'ment( In thise!am"le we will select the Tre&sur" P) Account.

&te" 21 ,lic the Account 7o d#o" down list(



&te" 22 )#om the Account 7o d#o" down select the account f#om which the "a'ment is to e made( %ll account num e#sma""ed to the selected scheme will e dis"la'ed he#e( In this e!am"le we will select the TFIRT 7 %' A''O 7T –123$(+812 (

&te" 23 In the =etter5Advice 7o field t'"e in a num e# fo# the ?ette# %d+ice eing issued( In this e!am"le we will t'"e200>;81.

7oteG > se#+e that in the =etter5Advice )&te field the date 0150$52010 is dis"la'ed ' default(

&te" 24 ,lic Sub#it to #etu#n to the 're&te P&"#ent Bouc er "age(

&te" 25 In the P&"#ent )et&ils section clic the To E o# Tr&nsferred field to dis"la' the To E o# Tr&nsferred

"age( >n this "age we will e s"ecif'ing the details of the eneficia#' to whom the amount is eing t#ansfe##ed(

&te" 26 ,lic the To E o# P&id d#o" down list to +iew a list of eneficia#' t'"es(

Page 415 of 633

&te" 27 )#om the To E o# P&id d#o" down select the eneficia#' t'"e( /he eneficia#' t'"e can eithe# e a @loc"ancha'at < eCui+alent and .illage "ancha'at < eCui+alent as we a#e logged in as Jilla Pancha'at administ#ato# simila#l'when we will log in as @loc "ancha'at administ#ato# we will get Jilla "ancha'at < eCui+alent and .illage "ancha'at <eCui+alent in to whom "aid d#o" down and when we will log in as .illage "ancha'at administ#ato# we will get @loc Pancha'at< eCui+alent and Jilla "ancha'at < eCui+alent in to whom "aid d#o" down( In this e!am"le we will select Bill&!e P&nc &"&t- Nuiv&lent.

;ote: > se#+e that ' default the )istrict is dis"la'ed as A7 =.

&te" 28 ,lic the /loc4 P&nc &"&t - Nuiv&lent d#o" down list to +iew a list of a+aila le loc "ancha'ats(

&te" 29 )#om the /loc4 P&nc &"&t - Nuiv&lent d#o" down select the desi#ed loc "ancha'at( In this e!am"le we willselect A7 =.

&te" 30 >n the To E o# Tr&nsferred "age in ' ec4 to select section select the chec o! co##es"onding to the +illage"ancha'at that is 'ou# #eci"ient( In this e!am"le we will select the chec o! co##es"onding to the A7T =A Bill&!eP&nc &"&t - Nuiv&lent.



&te" 31 In the A#ount field t'"e in #u"ees the amount that 'ou want to t#ansfe# to the eneficia#'( In this e!am"le wewill t'"e 10000.

&te" 32 &elect the desi#ed account num e# unde# the #ele+ant account t'"e( In this e!am"le we will clic the /&n4 A5c d#o" down list to +iew a list of account num e#s((

&te" 33 In this e!am"le we will select the account num e# 30+01(+3038.

;ote: &ince the mode of "a'ment has een selected as =etter5Advice we can ma e "a'ments to multi"le accountingentities( In this e!am"le we will e t#ansfe##ing "a'ments to two accounting entities(

&te" 34 In the ' ec4 to select section select the chec o! co##es"onding to the second +illage "ancha'at that is 'ou##eci"ient( In this e!am"le we will select the chec o! co##es"onding to the A7 AR/A7)FA Bill&!e P&nc &"&t -

Nuiv&lent.

Page 416 of 633

&te" 35 In the A#ount field t'"e the amount that 'ou want to t#ansfe# to the eneficia#'( In this e!am"le we will t'"e10000.

&te" 36 &elect the desi#ed account num e# unde# the #ele+ant account t'"e( In this e!am"le we will clic the @an % cd#o" down list to +iew a list of account num e#s(

&te" 37 In this e!am"le we will select the account num e# 30(0>30882+.

;ote: =e#e onl' those @an /#easu#' Post >ffice account will e a+aila le fo# selection which a#e c#eated and ma""ed fo##eci"ient entit'(

;ote: We can clic Add More to add multi"le eneficia#ies such as .illage "anch'ats @loc "ancha'ats and so on to whomwe want to t#ansfe# "a'ments(




;ote: In the P&"#ent )et&ils section if #eCui#ed 'ou can clic the Add lin to select multi"le modes of "a'ment fo#t#ansfe##ing funds( =owe+e# if 'ou want to #emo+e al#ead' added mode of "a'ment 'ou can do the same ' clic ing -emo+e?in (

;ote: %fte# ente#ing all the mandato#' details on the 're&te P&"#ent Bouc er "age 'ou can eithe# S&ve o# %ree6e the+ouche#(

>n sa+ing the "a'ment +ouche# it will e a+aila le fo# fu#the# +iewing modification f#ee*ing and deletion( ,lic ing S&ve willgene#ate a +ouche# num e# in the &cheme a #e+iation )inancial 'ea# .ouche# t'"e .ouche# se#ial num e# fo#mat and willsa+e the +ouche# in the data ase(

% f#ee*ed +ouche# cannot e modified( It needs to e unf#ee*ed fo# an' actions to e "e#fo#med on it( %fte# f#ee*ing a+ouche# the Aa' @oo can e closed(

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&te" 39 In this e!am"le we will clic %ree6e to f#ee*e the /#ansfe# Pa'ment .ouche#

>n f#ee*ing the +ouche# o se#+e that the message UT e followin! &ccounts s ow insufficient b&l&nceU is dis"la'ed(/his message im"lies that the account th#ough which we we#e ma ing this "a'ment does not ha+e sufficient amount in it(/his could ha""en eithe# ecause the selected account does not ha+e sufficient >"ening alance o# the "a'ment +ouche#amount is g#eate# than the amount a+aila le in the account(


&te" 41 ,lic S&ve to sa+e the +ouche#(

% message o! stating that +ouche# num e#: TF%'52010 115P5+ sa+ed successfull' is dis"la'ed(

;ote:TF%' Aenotes &cheme unde# which t#ansfe# "a'ment +ouche# is #eco#ded(2010 2011 Aenotes )inancial Eea#P Aenotes the .ouche# t'"e in this case it is "a'ment +ouche#+ Aenotes that the 6th +ouche# has een #eco#ded(



+ Aenotes that the 6th +ouche# has een #eco#ded(


&te" 43 ,lic 'lose to close the 're&te P&"#ent Bouc er "age(

&te" 44 % message o! stating that L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH M isdis"la'ed( Eou can eithe# clic es to close the +ouche# o# 'ou can clic 7o to #etu#n to the 're&te P&"#ent Bouc er "age( In this e!am"le we will clic es to close the 're&te P&"#ent Bouc er "age(

&te" 45 >n the P-I%&oft main menu "age choose Tr&ns&ction.

&te" 46 ,lic P&"#ent Bouc er to +iew its su menus(

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&te" 47 ,hoose %ree6e to dis"la' the %ree6e P&"#ent Bouc er "age(

&te" 48 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(

&te" 49 )#om the Sc e#e d#o" down select the desi#ed scheme( In this e!am"le we will select T irteent %in&nce'o##ission TF%'.

&te" 50 ,lic the Bouc er T"*e d#o" down list to +iew a list of a+aila le +ouche# t'"es(

&te" 51 )#om the Bouc er T"*e d#o" down list select the +ouche# t'"e that has to e f#ee*ed( In this e!am"le we willselect Tr&nsfer.

&te" 52 ,lic Se&rc to +iew all the /#ansfe# +ouche#s #eco#ded unde# the /hi#teenth )inance ,ommission(

;ote: > se#+e that two /#ansfe# +ouche#s a#e dis"la'ed as a #esult of the sea#ch(

&te" 53 &elect the +ouche# that needs to e f#ee*ed( In this e!am"le we will select Bouc er 7o TF%'52010 115P5+ that is wo#th ru*ees 20000 which we ha+e sa+ed a o+e(



that is wo#th ru ees 20000 which we ha+e sa+ed a o+e(

&te" 54 ,lic %ree6e to disa le fu#the# modification of the +ouche#(

&te" 55 % success message stating that the +ouche# was f#ee*ed successfull' is dis"la'ed( ,lic O, to close the messageo!(

;ote: .ouche#s with #ed aste#is cannot e f#ee*ed as the "#e+ious da' oo is not closed so 'ou fi#st ha+e to close all"#e+ious da' oo then onl' 'ou can f#ee*e these +ouche#s(

&te" 56 ,lic 'lose to close the %ree6e P&"#ent Bouc er "age(

,ong#atulations( Eou ha+e now lea#nt to add t#ansfe# details in a Pa'ment .ouche#(

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21.8 Addin! Adv&nce P&"#ent Bouc ers

%n %d+ance Pa'ment .ouche# is #eco#ded when an accounting entit' #eleases funds to anothe# accounting entit' agenc'?ine Ae"a#tment in ad+ance fo# the e!ecution of de+elo"mental wo# s o# an' ad+ance is eing gi+en to its em"lo'ee o##esident(

/he sou#ce entit' that #eleases funds #eco#ds an %d+ance Pa'ment .ouche# whe#eas the #eci"ient entit' that #ecei+e funds#eco#ds a ad+ance -ecei"t .ouche#(

P-I%&oft "#o+ides 'ou facilit' to #eco#d all such t#ansactions in %d+ance o"tion unde# Pa'ment .ouche#s(

%s a P-I accounts office# 'ou need to #eco#d t#ansactions whe#e ad+ance "a'ments a#e made ' 'ou# %ccounting ntit' toothe# accounting entities fo# +a#ious "u#"oses such as the e!ecution of de+elo"mental wo# s(

Eou can c#eate an %d+ance Pa'ment .ouche# in the P-I%&oft a""lication to #eco#d this t#ansaction(




Pre conditionsG

&ufficient >"ening alance amount must e a+aila le in the accounts unde# the selected &cheme ,om"onent f#omwhich ad+ance "a'ments a#e to e made(

%ll $aste# Aata is #eco#ded in the data ase i(e( if 'ou want to #eco#d a .ouche# co##es"onding to a @an 'ou mustensu#e that details of the #es"ecti+e @an @#anch @an %ccount and &chemes a#e c#eated fo# that s"ecific accountingentit'(

/he accounting entit' o# P-I #esou#ces such as em"lo'ees agencies o# #esidents to whom 'ou a#e going to "#o+idethe ad+ance "a'ments must ha+e een s"ecified(

/he Aa' @oo fo# the date on which the %d+ance Pa'ment .ouche# is eing added should not ha+e een closed(

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Post conditionsG

%fte# sa+ing an ad+ance "a'ment +ouche# in P-I%&oft the +ouche# info#mation will e #eflected in the co##es"onding#e"o#ts +i* Aa' @oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'mentsaccounts(If 'ou #eco#d %d+ance Pa'ment .ouche#s fo# items these will e #eflected in the &toc -egiste# as Issued Items(%fte# sa+ing ad+ance "a'ment +ouche# it will e a+aila le fu#the# fo# modification f#ee*ing and deletion(If we unf#ee*e al#ead' f#ee*ed "a'ment +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which +ouche# was #eco#ded it will not e a+aila le fo# fu#the# unf#ee*ing and

deletion(>nl' a P-I %dminist#ato# can )#ee*e +ouche#s( Dse#s can onl' sa+e +ouche#s(>nce an ad+ance "a'ment +ouche# is f#ee*ed anothe# accounting entit' will e a le to #ecei+e the ad+ance "a'ment"#o+ided(

,lic 7eDt to +iew a demonst#ation on adding an %d+ance Pa'ment .ouche#(



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21.; Addin! &n Adv&nce P&"#ent Bouc er )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the ad+ance "a'ment +ouche# fo# his entit' unde# scheme/hi#teenth )inance ,ommission and com"onent &P ,I%? %- % @%&I, -%;/ &%@ fo# the ad+ance amount "#o+ided to agenc' 'mode of Pa'ment as Aemand A#aft(

&te" 1 ;ote >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and "asswo#d(&te" 2 > se#+e that 'ou a#e di#ected to Select Role "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o" down list to +iew a

list of #oles(


;ote: In the )istrict d#o" down Anu!ul is selected ' default( /his indicates that %nugul Jilla Pancha'at is ma ing a "a'ment of fundsto anothe# accounting entit'(&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(


&te" 6 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er Add



;ote: /he 're&te P&"#ent Bouc er fo#m is dis"la'ed( /his fo#m dis"la's the data fields #eCui#ed to add the details of a an (

;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left lan (

;ote: > se#+e that a Fel* lin is dis"la'ed at the to" of the ,#eate Pa'ment .ouche# "age( We can clic this lin to get guidance ons"ecif'ing details fo# #eco#ding ad+ance "a'ment +ouche#s(

&te" 7 >n the 're&te P&"#ent Bouc er fo#m in the D*enditure )et&ils section select the desi#ed 7&ture of P&"#ent ( In thise!am"le we will select Adv&nces (

&te" 8 )#om D*enditure Incurred nder select the o"tion unde# which 'ou want to c#eate an %d+ance Pa'ment .ouche#( In thise!am"le we will select Sc e#es ecause 'ou want to #eco#d this t#ansaction unde# a scheme(

Page 422 of 633

;ote 1: Eou need to select Own Resources if the accounting entit' wants to "#o+ide funds f#om its own #esou#ces such as ta!es o#di#ect "a'ments(

&te" 9 ,lic the &cheme ;ame d#o" down list(

&te" 10 )#om the Sc e#e 7&#e d#o" down select the scheme unde# which 'ou want to #eco#d ad+ance "a'ment +ouche#( In thise!am"le we will select T irteent %in&nce 'o##ission TF%'.

;ote 1: =e#e onl' those schemes will e dis"la'ed fo# selections which a#e ma""ed fo# 'ou# accounting entit' and fo# which o ectheads e!ist at the #ecei"t =ead le+el(

;ote2: >nce 'ou ha+e selected the scheme name the s'stem "#om"ts 'ou to select the %ccount =ead classification acco#ding to schemeselected(

&te" 11 ,lic the Account Fe&d field to o"en a se"a#ate window dis"la'ing the %ccount =ead "age(



Page 423 of 633

;ote /his "age allows 'ou to s"ecif' the head of accounts unde# which the +ouche# is eing #eco#ded and the amount "aid unde# theselected scheme(

;ote: =e#e dis"la'ed head of accounts is ased on $%& $odel %ccounting &'stem fo# "ancha'at defined ' ,ont#olle# and %udito#ene#al ,<% of India and $inist#' of Pancha'at -a $>P- (

Eou can s"ecif' details #ega#ding the %ccount =ead classification ' using eithe# of the two o"tions "#o+ided S#&rt Se&rc and )ro*)own Se&rc ( In S#&rt Se&rc :Eou ma' sea#ch the account heads ' t'"ing an' digit of the account head code o# the st#ing in the account head desc#i"tion( /he&'stem dis"la's 'ou a list of account heads com inations com"#ising of the ente#ed digit o# st#ing classification


;ote: &'stem will dis"la' 'ou onl' those ma o# heads mino# heads and o ect heads to which the selected scheme own #esou#ces isma""ed at the #ecei"t side unde# su head #efe# module managing su heads

& " 12 I hi ! "l ill l S#& S & (



&te" 12 In this e!am"le we will select S#&rt Se&rc (

> se#+e that the T irteent %in&nce 'o##ission scheme is dis"la'ed listing the fou# com"onents unde# it(

;ote 1: /hese a#e the com"onents unde# which the mone' is "aid unde# T irteent %in&nce 'o##ission (

;ote 2: %d+ance funds can e "#o+ided onl' unde# the M&jor Fe&dG 8+10G Adv&nces iven to PRIs M&jor Fe&dG ;((0 'ivilAdv&nces M&jor Fe&dG +00$G=o&n - Adv&nces of PRIs &nd ;$$>GOt er de*osits.

&te" 13 In the Select Account Fe&d section unde# the T irteent %in&nce 'o##ission scheme select the desi#ed com"onent( Inthis e!am"le we will select SP 'IA= AR A /ASI' RA7T 9SA/ :.

&te" 14 In the Account Fe&d field t'"e in a #ele+ant digit( In this e!am"le we will t'"e ;(.

Page 424 of 633

&te" 15 > se#+e that the s'stem automaticall' dis"la's the %ccount =ead classifications #ele+ant to the mentioned num e# 85 a o+e(In this e!am"le we will select ;((0G 'ivil Adv&nces 102G Adv&nces to A!encies for Eor4s &nd Su**lies 28G Adv&nce.

&te" 16 In the A#ount 9in Rs.: field t'"e the amount 'ou want to "a' as an ad+ance( In this e!am"le we will t'"e Rs. 1(000.


;ote: If 'ou select Own Resources the s'stem dis"la's a message Account e&d d&t& will be lost. Eould "ou li4e to continueHIf 'ou select es the selected data will e #emo+ed and 'ou can ma e 'ou# selections again(

;ote: /he Reference 7o and /ill 7o fields a#e o"tional in which 'ou ma' o# ma' not ente# data in these fields(&te" 18 In the Bouc er )&te field ente# the date on which 'ou a#e #eco#ding this +ouche#( In this e!am"le 0250$52010 is selected' default(&te" 18 ;ote

Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# and should not e mo#ethan the cu##ent date(

e#e the &et )inancial 'ea# fo# the logged in JP is 2010 2011 then 'o m st ens #e that the +o che# date is et een 01 04 2010



=e#e the &et )inancial 'ea# fo# the logged in JP is 2010 2011 then 'ou must ensu#e that the +ouche# date is etween 01 04 2010and the cu##ent date(

Eou can also choose the date ' using the )&te Pic4er5'&lend&r "#o+ided( If 'ou clic the )&te Pic4er ' default it will dis"la'the calenda# co##es"onding the date on which the last Pa'ment .ouche# was #eco#ded fo# 'ou# accounting unit( Eou can then fli"th#ough the calenda# to choose 'ou# desi#ed date(If the t#ansaction 'ou a#e #eco#ding is the fi#st t#ansaction fo# the set financial 'ea# then the calenda# will dis"la' the date 01 st %"#il co##es"onding to the sta#t of the financial 'ea#(/he Bouc er )&te field will not allow 'ou to #eco#d a date fo# which the da' oo s ha+e een closed(

;ote: We had al#ead' s"ecified the %mount as -s( 5000 while selecting the scheme com"onents and the %ccount =eads( /he same

amount is auto "o"ulated on the 're&te P&"#ent Bouc er "age in the Tot&l A#ount 9in Rs.: field(

Page 425 of 633

&te" 19 In the P&rticul&rs field t'"e the details of the %d+ance Pa'ment +ouche#( In this e!am"le we will t'"e Adv&nces !iven to&!encies (

&te" 20 In the P&"#ent )et&ils section clic the Mode of P&"#ent d#o" down to dis"la' a list of "a'ment o"tions(



Page 426 of 633

;ote : %d+ance "a'ments can e made th#ough '&s ' eNue )e#&nd )r&ft =etter5 Advice o# ,ind (

• If 'ou select '&s 'ou will ha+e to s"ecif' to whom the "a'ment is issued in the To w o# P&id field( If the Mode of P&"#ent is '&s the s'stem will gene#ate the &$&: 9Source Accountin! ntit": &s !iven &dv&nce of Rs B amount fro# Sc e#e :

&cheme name vi& '&s to 9Aestination %ccounting ntit' :.

• If ,heCue is selected as the mode of "a'ment additional details need to e s"ecified fo# #eco#ding the "a'ment +ouche#( /heseinclude:

&electing account t'"e th#ough which the "a'ment is to e made whethe# the account is a an t#easu#' o# "ost office account(&"ecif'ing the account num e# f#om the accounts list d#o" down co##es"onding to the selected account t'"e( =e#e the s'stemdis"la's onl' those account t'"es and num e#s to which the selected scheme the /hi#teenth )inance ,ommission in this case isma""ed(

&"ecif'ing the cheCue num e# and cheCue date in the AA $$ EEEE fo#mat( /he ,heCue date should e g#eate# than the cheCueoo issued date(

If the#e is no cheCue oo issued unde# the selected account num e# the s'stem "#o+ides us a facilit' to c#eate a cheCue oo ( /he' l "# id li dd h C f # l d #(



s'stem also "#o+ides a lin to add cheCue oo fo# selected account num e#(

&imila#l' if the mode of "a'ment is selected as AA 'ou need to choose in the )et&ils field if the "a'ment needs to e made th#oughcash o# cheCue( If 'ou select ,ash mention the ,ash amount that 'ou a#e "a'ing fo# the AA(

If 'ou select ,heCue fo# the "#e"a#ation of the AA 'ou would e #eCui#ed to mention the cheCue num e# cheCue date AA num e# AAdate and AA cha#ges( >nce 'ou clic on the cheCue num e# field the s'stem will dis"la' the a+aila le cheCue leafs fo# the selectedaccount num e#(

• If 'ou need to ma e multi"le "a'ments to multi"le #eci"ients then Mode of P&"#ent should e =etter5Advice ( Eou will need tos"ecif' the =etter5Advice nu#ber and =etter5Advice )&te (

• Eou can select ,ind if 'ou a#e ma ing an ad+ance "a'ment th#ough > ect =ead 13G Su**lies &nd M&teri&l. If 'ou select an> ect =ead othe# than 13G Su**lies &nd M&teri&l and select the Mode of Pa'ment as ,ind the s'stem will dis"la' a message:

,ind c&nnot be selected. T e selected Object Fe&d is not Su**lies &nd M&teri&l.

Page 427 of 633

&te" 21 In this e!am"le we will select )e#&nd )r&ft.

&te" 22 ,lic )et&ils to ente# the )e#&nd )r&ft details(

&te" 23 >n the ' eNue )et&ils "age select a Mode of )e#&nd )r&ft. In this e!am"le we will select '&s (

&te" 24 In the )) 7o field t'"e the Aemand A#aft num e#( In this e!am"le we will t'"e 100>;$8.

&te" 25 In the )) )&te field ente# the date on which the Aemand A#aft has een "#e"a#ed( In this e!am"le the default date is

0250$52010 ( Eou can change this manuall' o# select a date f#om the )&te Pic4er (&te" 26 In the )) ' &r!es P&id 9if &n": field t'"e the amount cha#ged fo# issuing AA( In this e!am"le we will t'"e 100 (


&te" 28 In the P&"#ent )et&ils section clic the To E o# P&id field to ente# the eneficia#' details(

&te" 29 >n the To E o# P&id "age f#om the To E o# P&id d#o" down select the eneficia#' t'"e( In this e!am"le we will selectA!enc".



Page 428 of 633

;ote: /he eneficia#' t'"e can eithe# e an A!enc" #*lo"ee =ine )e*&rt#ent /loc4 P&nc &"&t Bill&!e P&nc &"&t o# Ot ers (

&ince we a#e logged in as @ill& P&nc &"&t we can select /loc4 P&nc &"&t and Bill&!e P&nc &"&t as the eneficia#'(

If 'ou a#e logged in as /loc4 P&nc &"&t 'ou can ma e "a'ments to @ill& P&nc &"&t and Bill&!e P&nc &"&t (

If 'ou a#e logged in as Bill&!e P&nc &"&t 'ou can ma e "a'ments to @ill& P&nc &"&t and /loc4 P&nc &"&t (

If the selected eneficia#' is =ine )e*&rt#ent it im"lies that @ill& P&nc &"&t would ma e "a'ments to dist#ict ?ine Ae"a#tments/loc4 P&nc &"&ts would ma e "a'ments to loc ?ine Ae"a#tments and Bill&!e P&nc &"&ts would ma e "a'ments to +illage ?ineAe"a#tments( =owe+e# ased on the "#i+ileges assigned to the "#ofile with which 'ou log in the s'stem will "#om"t 'ou to select @ill&P&nc &"&t /loc4 P&nc &"&t o# Bill&!e P&nc &"&t ( @ased on this selection 'ou will e "#om"ted to select the =ine )e*&rt#entsthei# di+isions and offices( Eou can select multi"le ?ine Ae"a#tments(

If the selected eneficia#' is #*lo"ee a list of all the em"lo'ees c#eated fo# the assigned entit' in the M&ster )&t& will e dis"la'ed(

&te" 30 Dnde# ' ec4 to Select select the chec o! co##es"onding to the A!enc" that is 'ou# #eci"ient( In this e!am"le we willselect AS'O A7 = (

;ote: lic on the =in4 Eor4 o"tion to lin the ad+ance amount to e "aid fo# e!ecution of an' wo# ( /he s'stem will dis"la' a list of



;ote: ,lic on the =in4 Eor4 o tion to lin the ad+ance amount to e aid fo# e!ecution of an wo# ( /he s stem will dis la a list ofwo# s which has een #eco#ded in the Wo# case #eco#ds maste# unde# the scheme T irteent %in&nce 'o##ission ( )o# mo#e

info#mation on it #efe# to the module $anaging Wo# ,ase -eco#ds( ?in ing Wo# is o"tional(&te" 31 In the A#ount field t'"e the ad+ance amount that 'ou want to "#o+ide to the eneficia#'( In this e!am"le we will t'"e -s(

(000.&te" 32 ,lic Sub#it to #etu#n to the 're&te P&"#ent Bouc er "age(

;ote: In the Pa'ment Aetails section if #eCui#ed 'ou can clic the %dd lin to select multi"le modes of "a'ment fo# "#o+iding ad+ancefunds( =owe+e# if 'ou want to #emo+e al#ead' added mode of "a'ment 'ou can do the same ' clic ing -emo+e ?in (

Page 429 of 633

;ote: /he 're&te P&"#ent Bouc er "age dis"la's fou# uttons: S&ve %ree6e 'le&r and 'lose.

If 'ou clic S&ve afte# ente#ing details in all mandato#' fields then the s'stem will dis"la' a message with an auto gene#ated +ouche#num e#( /his im"lies that the %d+ance Pa'ment .ouche# has een sa+ed successfull'(

If 'ou clic %ree6e without fi#st sa+ing the +ouche# the s'stem will gene#ate a +ouche# num e#( /his is ecause when 'ou di#ectl'%ree6e the +ouche# without fi#st sa+ing it 'ou a#e sa+ing it on the s'stem fo# the fi#st time( If 'ou %ree6e a +ouche# that has al#ead'

een sa+ed the s'stem will not gene#ate an' +ouche# num e# again( It will onl' dis"la' a message that the +ouche# has een f#ee*edsuccessfull'(

/o %ree6e an Adv&nce P&"#ent Bouc er it is mandato#' to close the )&" /oo4s of all the da's "#io# to the date on which the"a#ticula# +ouche# is #eco#ded( If this is not done the s'stem dis"la's a message G To free6e t e vouc er *le&se closes t e)&"boo4s of &ll *revious d&"s.

&te" 33 ,lic S&ve to #eco#d the Adv&nce P&"#ent Bouc er (;>/ : % message o! stating a success message Bouc er 7u#berG TF%'52010 115P5> s&ved successfull" is dis"la'ed( /hisindicates the following:

TF%' Aenotes &cheme unde# which ad+ance "a'ment +ouche# is #eco#ded(2010 11 Aenotes the financial 'ea# unde# which 'ou a#e #eco#ding the +ouche#(



2010 11 Aenotes the financial ea# unde# which ou a#e #eco#ding the +ouche#(P Aenotes the t'"e of +ouche# which in ou# case is a -ecei"t .ouche#(

> Aenotes that this is the 9 th +ouche# eing #eco#ded in the s'stem


&te" 35 >n the 're&te P&"#ent Bouc er fo#m clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' add an %d+ance Pa'ment +ouche#(

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21.> Addin! Recei*t '&ncell&tion P&"#ent Bouc er

%s a P-I accounting official 'ou need to ee" a #eco#d of t#ansactions ca##ied out ' 'ou# %ccounting ntit'( /his includes all"a'ments and #ecei"ts(

&u""ose a #ecei"t +ouche# has een #eco#ded inco##ectl'( /hen 'ou would e #eCui#ed to #eco#d a #ecei"t cancellation unde#"a'ment +ouche# to cancel this inco##ect #ecei"t(


Pre conditionsG

>nl' the #eco#ded #ecei"t +ouche# fo# which the da' oo has een closed can e cancelled(

Post conditionsG

/he cancelled #ecei"t +ouche# will not e a+aila le fo# fu#the# modification o# deletion(%fte# cancelling a #ecei"t +ouche# the +ouche# de it amount will e #eflected in co##es"onding #e"o#ts i(e( Aa' oo$onthl' ,ash @oo and &cheme Wise ,ash @oo ?edge# @oo %nnual -ecei"ts and Pa'ments %ccounts(



$onthl ,ash @oo and &cheme Wise ,ash @oo ?edge# @oo %nnual ecei ts and Pa ments %ccounts(

,lic 7eDt to +iew a demonst#ation on -eco#ding -ecei"t ,ancellation Pa'ment .ouche#(

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21.10 Addin! Recei*t '&ncell&tion P&"#ent Bouc er )e#onst&rtion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the #ecei"t cancellation "a'ment +ouche# fo# hisentit' against the #ecei"t +ouche# #eco#ded ea#lie# ' it unde# scheme T irteent %in&nce 'o##ission TF%'.

&te" 1 ?og onto the P-I%&oft a""lication as a Jilla Pancha'at %dminist#ato#( In this e!am"le we will log in as the JillaPancha'at %dminist#ato# fo# the %nugul Jilla Pancha'at(

&te" 2 >n the Select Role "age f#om the Role d#o" down select the #ole in which 'ou a#e going to #eco#d the #ecei"tcancellation "a'ment +ouche#( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.

;ote: In the )istrict d#o" down list o se#+e that Anu!ul is selected ' default(

&te" 3 ,lic Sub#it.

&te" 4 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu .



&te" 5 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er to +iew the tas s that 'ou can "e#fo#m unde# this

o"tion(

&te" 6 ,lic Add to +iew the #eco#ded #ecei"t +ouche#s(

7oteG /he 're&te P&"#ent Bouc er "age dis"la'ed( ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan .

;ote: > se#+e that a Fel* lin is dis"la'ed at the to" of the 're&te P&"#ent Bouc er "age( We can clic this lin to getguidance on s"ecif'ing details fo# #eco#ding #ecei"t cancellation "a'ment +ouche#s(

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&te" 7 >n the 're&te P&"#ent Bouc er "age in the D*enditure )et&ils section select the desi#ed 7&ture ofP&"#ent ( In this e!am"le we will select Recei*t '&ncell&tion (

7oteG %fte# selecting the 7&ture of P&"#ent as Recei*t '&ncell&tion o se#+e that the Se&rc 'riteri& section a""ea#s(/his section dis"la's fields such as Select %in&nci&l e&r Sc e#e Bouc er 7o Bouc er )&ted /etween And toena le 'ou to na##ow down 'ou# sea#ch c#ite#ia( Eou ma' select an' of the o"tion to sea#ch the #ecei"t +ouche# fo#cancellation(

(&te" 8 )#om the Select %in&nci&l "e&r d#o" down select the desi#ed financial 'ea#( In this e!am"le we will select 20102011.

Note: %in&nci&l e&r d#o" down will enlist 'ou all )inancial Eea#s in which the accounting entit' has #eco#ded t#ansactions(@' default cu##ent financial 'ea# fo# the logged in entit' will e dis"la'ed ' default in the d#o" down(

&te" 9 ,lic the Sc e#e 7&#e d#o" down to select the scheme fo# which 'ou want to cancel the #ecei"t( In this e!am"lewe will select the T irteent %in&nce 'o##ission TF%' scheme fo# which we ha+e al#ead' #eco#ded the #ecei"t+ouche#(



7ote 1G In the Bouc er )&te section in the Bouc er )&ted field 'ou can s"ecif' the date on which the #ecei"t +ouche#was #eco#ded in the P-I%&oft a""lication(

7ote 2G• Eou can eithe# manuall' ente# the date in the .ouche# Aated field in dd mm '''' fo#mat o# select the date f#om

the Aate Pic e# a+aila le(

• Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# which we ha+e selected in )inancial Eea# fielda o+e and should not e mo#e than the cu##ent date(

&te" 10 ,lic %ind Recei*t Bouc er to +iew all #ecei"t +ouche#s ased on the s"ecified c#ite#ia(

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7oteG > se#+e that a Se&rc result "age is dis"la'ed( /his "age dis"la's a list of all #ecei"t +ouche#s #eco#ded unde#T irteent %in&nce 'o##ission ( > se#+e that th#ee -ecei"t +ouche#s a#e dis"la'ed as a #esult of the sea#ch(

&te" 11 &elect the +ouche# that needs to e cancelled( In this e!am"le we will select +ouche# TF%'52010 115R5>.&te" 12 ,lic Sub#it to confi#m the +ouche# selection(

7oteG ,lic ing 'lose will close the Se&rc result "age and will #ing 'ou ac to the 're&te P&"#ent Bouc er "age(

7oteG > se#+e that the details of the #ecei"t +ouche# that 'ou had #eco#ded ea#lie# a#e dis"la'ed in the D*enditure)et&ils section in a #ead onl' mode(

7oteG %fte# sea#ching the s"ecific +ouche# which needs to e cancelled 'ou need to ente# some mo#e mandato#' detailsa out the +ouche# such as the Bouc er )&te Tot&l A#ount 9in Rs.: and the P&rticul&rs.7oteG In the Bouc er )&te field ente# the +ouche# date( In this e!am"le 0250$52010 is dis"la'ed ' default( /hisindicates the date on which last "a'ment +ouche# was #eco#ded(

nte# the date in dd mm '''' fo#mat( /he .ouche# Aate should e within the selected financial 'ea# o# 'ou can also choosethis date f#om the Aate Pic e# o"tion(



(

7oteG > se#+e that the Tot&l A#ount 9in Rs.: field dis"la's the amount which was ente#ed at the time of #eco#ding#ecei"t +ouche# in #ead onl' mode( In this e!am"le amount is -s 1000 (

&te" 13 In the P&rticul&rs field t'"e the "u#"ose of the sea#ch( In this e!am"le t'"e '&ncell&tion of t is vouc er.

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;ote: /he 're&te P&"#ent Bouc er "age dis"la's fou# uttons S&ve %ree6e 'le&r and 'lose (

,lic ing S&ve allows 'ou to sa+e all the details ente#ed( When 'ou clic %ree6e all the in"uts will get f#ee*ed and cannot emodified( It needs to e unf#ee*ed fo# an' actions to e "e#fo#med on it(,lic ing 'le&r would e#ase all the details "#e+iousl' ente#ed( If 'ou clic 'le&r the s'stem dis"la's a message L )&t&entered b" "ou would not be s&ved. Eould "ou li4e to continueH If 'ou clic es in this message o! all dataente#ed ea#lie# would e e#ased and if 'ou clic 7o in the message o! the s'stem would #etain all data ente#ed ea#lie#(,lic ing 'lose the s'stem dis"la's a message L )&t& entered b" "ou would not be s&ved. Eould "ou li4e tocontinueH If 'ou clic es in this message o! all data ente#ed ea#lie# would e e#ased and the "age would ust closeand if 'ou clic 7o in the message o! the s'stem would #etain all data ente#ed ea#lie#(

&te" 14 In this e!am"le we will clic %ree6e.

% message o! stating that +ouche# num e#: 9TF%'52010 115P513: f#ee*ed successfull' is dis"la'ed( /his indicates thefollowing:

TF%' Aenotes &cheme unde# which cancellation #ecei"t "a'ment +ouche# is #eco#ded(2010 2011 Aenotes )inancial Eea#P Aenotes the .ouche# t'"e( In this e!am"le it is a "a'ment +ouche#



(13 Aenotes that the 13 +ouche# has een #eco#ded(

&te" 15 ,lic O, to close the message o! and #etu#n to 're&te P&"#ent Bouc er "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add -ecei"t ,ancellation Pa'ment .ouche#(

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21.11 Addin! %und )iversion in & P&"#ent Bouc er

Aue to +a#ious #easons 'ou ma' need to di+e#t ce#tain funds f#om a "#e+iousl' assigned scheme to anothe# scheme( )o#e!am"le let us assume that some e!t#a funds a#e a+aila le in the scheme $ ;- %( Eou can di+e#t these funds to ascheme such as I%E so that it can e used fo# some s"ecific "u#"ose( ;ow this mo+ement of funds f#om one scheme toanothe# must e ca"tu#ed in a Pa'ment .ouche#(

?et us now lea#n how to add fund di+e#sion details in a Pa'ment .ouche#(


Pre conditionsG@efo#e adding a Pa'ment .ouche# fo# fund di+e#sion 'ou must ensu#e that all $aste# Aata is #eco#ded in thedata ase i(e( if 'ou want to #eco#d a Pa'ment .ouche# co##es"onding to a @an 'ou must ensu#e that details of the#es"ecti+e @an @#anch @an %ccount and &chemes a#e c#eated fo# that s"ecific accounting entit'(Eou must also ensu#e that the schemes fo# which 'ou want to #eco#d "a'ment a#e inded at the !"enditu#e =eadle+el and the > ect =eads a#e c#eated at the !"enditu#e =ead le+el fo# the scheme own #esou#ces and ma""eda""#o"#iatel'(/he sou#ce scheme and the destination scheme fo# fund di+e#sion cannot e the same(



Post conditionsG%fte# sa+ing a "a'ment +ouche# in P-I%&oft the +ouche# info#mation will e #eflected in the co##es"onding #e"o#ts +i*Aa' @oo s $onthl' ,ash @oo &cheme Wise ,ash @oo ?edge# @oo and %nnual -ecei"ts and Pa'ments accounts(%fte# sa+ing "a'ment +ouche# fo# fund di+e#sion it will e a+aila le fu#the# fo# modification f#ee*ing and deletion(If we unf#ee*e al#ead' f#ee*ed "a'ment +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which +ouche# was #eco#ded it will not e a+aila le fo# fu#the# unf#ee*ing anddeletion(>nl' a P-I %dminist#ato# can )#ee*e +ouche#s( >the# use#s can onl' sa+e +ouche#s(

,lic 7eDt to +iew a demonst#ation on adding fund di+e#sion details in a Pa'ment .ouche#(

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21.12 Addin! )et&ils for %und )iversion in & P&"#ent Bouc er )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the fund di+e#sion "a'ment +ouche# fo# hisentit' against the fund di+e#ted to the scheme I%E f#om the scheme $ ;- %(


&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew a list of +a#ious t#ansactions 'ou can "e#fo#munde# this o"tion(

&te" 2 Dnde# Bouc er Tr&ns&ctions clic P&"#ent Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# it(

;ote: > se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew Pa'ment .ouche#s(

&te" 3 ,lic Add to add a Pa'ment .ouche#(



&te 3 ,lic Add to add a Pa ment .ouche#(

&te" 3 ;ote > se#+e that the 're&te P&"#ent Bouc er "age dis"la's the &tate name the Jilla Pancha'at name and'ou# use#name( /he "age also dis"la's a Fel* featu#e( @' clic ing Fel* 'ou can access info#mation a out how 'ou can#eco#d a Pa'ment .ouche#(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 4 In the 7&ture of P&"#ent section 'ou can select the natu#e of the +ouche# 'ou want to c#eate we ha+efollowing o"tions unde# "a'ment +ouche# !"enditu#e Tr&nsfer Adv&nces Recei*t '&ncell&tion or %und

)iversion: ( In this e!am"le ecause we a#e adding details fo# a fund di+e#sion we will select %und )iversion (

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&te" 5 In the D*enditure Incurred nder section select Sc e#es or Own Resources to indicate if the funddi+e#sion is unde# scheme o# an own #esou#ce( In this e!am"le we will select Sc e#es.

&te" 6 ;ow clic the Sc e#e 7&#e d#o" down to +iew a list of scheme a+aila le fo# fund di+e#sion(

;ote: =e#e onl' those schemes will e dis"la'ed fo# selections which a#e ma""ed fo# 'ou# accounting entit' and fo#which o ect heads e!ist at the !"enditu#e =ead le+el(

&te" 6 ;ote /o now how schemes a#e ma""ed fo# an accounting entit' 'ou can #efe# to the module $anaging&chemes (

&te" 7 In this e!am"le we will select M 7&tion&l Rur&l #*lo"#ent u&r&ntee Act M 7R A.

&te" 7 ;ote : >nce 'ou ha+e selected the scheme name the s'stem "#om"ts 'ou to select the %ccount =ead



classification acco#ding to scheme selected(

&te" 8 ,lic the Account Fe&d field to o"en a se"a#ate window dis"la'ing the Account Fe&d "age(

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&te" 8 ;ote /his "age allows 'ou to s"ecif' the head of accounts unde# which the +ouche# is eing #eco#ded and theamount "aid unde# the selected scheme(

;ote: =e#e dis"la'ed head of accounts is ased on $%& $odel %ccounting &'stem fo# "ancha'at defined ' ,ont#olle#and %udito# ene#al ,<% of India and $inist#' of Pancha'at -a $>P- (

Eou can s"ecif' details #ega#ding the %ccount =ead classification ' using eithe# of the two o"tions "#o+ided S#&rtSe&rc and )ro* )own Se&rc ( In S#&rt Se&rc :Eou ma' sea#ch the account heads ' t'"ing an' digit of the account head code o# the st#ing in the account headdesc#i"tion( /he &'stem dis"la's 'ou a list of account heads com inations com"#ising of the ente#ed digit o# st#ingclassification


;ote: &'stem will dis"la' 'ou onl' those ma o# heads mino# heads and o ect heads to which the selected scheme own#esou#ces is ma""ed at the e!"enditu#e side unde# su head #efe# module managing su heads



;ote: In this case we o se#+e that the S#&rt Se&rc o"tion is selected ' default(

&te" 8 ;ote In this e!am"le o se#+e that unde# scheme M 7&tion&l Rur&l #*lo"#ent u&r&ntee Act se+e#alcom"onents Ad#inistr&tive D*enses 'ontin!enc" =&bour Se#i s4illed =&bour S4illed =&bour ns4illed andM&teri&l a#e listed(

;ote: /hese a#e the com"onents unde# which the mone' is "aid unde# /&c4w&rd Re!ion r&nt %unds.

&te" 9 In the Select Account Fe&d section select a com"onent f#om the list dis"la'ed( In this e!am"le we will selectM 7&tion&l Rur&l #*lo"#ent u&r&ntee Act M 7R A.

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&te" 9 ;ote 1 >nce the %ccount =ead is selected the s'stem "#om"ts 'ou to s"ecif' the %ccount =ead classificationsuch as the $a o# =ead $ino# =ead and > ect =ead (

&te" 9 ;ote 2 Eou cannot di+e#t funds onl' unde# $a o# =ead 8658 &us"ense %ccount( %nd the classification will eM&jor Fe&d ;+(; Sus*ense Account G Minor Fe&d 102 ncl&ssified Sus*ense G Object Fe&d G Receiv&bles (=e#e we a#e ta ing o ect head as -ecei+a les ecause this fund which we a#e di+e#ting f#om $ ;%- % is fu#the##ecei+a le fo# this scheme( )u#the# when I%E will #ecei+e this amount it will automaticall' get #ecei+ed unde# Object e&d P&"&ble at ac end and afte# that when entit' wants to #efund this amount ac to scheme $ ;- % th#ough"a'ment +ouche# he has to select account head classification ;+(;G Sus*ense Account 102G ncl&ssifiedSus*ense P/G P&"&ble (

&te" 10 In the Account Fe&d field t'"e a num e#( In this e!am"le we will t'"e 1 (

&te" 11 > se#+e that the s'stem automaticall' dis"la's the %ccount =ead classifications #ele+ant to the mentionednum e# 1 a o+e( In this e!am"le we will select ;+(; G Sus*ense Account 102 G ncl&ssified Sus*ense R/GReceiv&ble.



&te" 12 ;ow in the A#ount 9in Rs: field t'"e in the amount to e di+e#ted f#om the mentioned scheme( In thise!am"le we will t'"e (000 (

&te" 13 ,lic Sub#it to sa+e the details ente#ed(

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&te" 13 ;ote > se#+e that the %ccount =ead details 'ou mentioned a#e now dis"la'ed in the Sc e#e 7&#e sectionon the 're&te P&"#ent Bouc er "age( /he s"ecified amount fo# di+e#sion is dis"la'ed in the Tot&l A#ount 9in Rs:field in the #ead onl' mode(

;ote: In the Bouc er )&te field t'"e in a date in the DD/MM/YYYY fo#mat( In this e!am"le we o se#+e that the date0250$52010 is dis"la'ed ' default . We will use this as the +ouche# date(

;ote: Eou must ensu#e that selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# and shouldnot e mo#e than the cu##ent date(

=e#e the &et )inancial 'ea# fo# the logged in JP Is 2010 2011 then 'ou must ensu#e that the +ouche# date is etween01 04 2010 and the cu##ent date(

• Eou can also choose the date ' using the )&te Pic4er5'&lend&r "#o+ided( If 'ou clic the )&te Pic4er 'default it will dis"la' the calenda# co##es"onding the date on which the last Pa'ment .ouche# was #eco#ded fo#

( h fl h h h l d h d d d (



'ou# accounting unit( Eou can then fli" th#ough the calenda# to choose 'ou# desi#ed date(• If the t#ansaction 'ou a#e #eco#ding is the fi#st t#ansaction fo# the set financial 'ea# then the calenda# will dis"la'

the date 01 st %"#il co##es"onding to the sta#t of the financial 'ea#(• /he Bouc er )&te field will not allow 'ou to #eco#d a date fo# which the da' oo s ha+e een closed(

;ote: > se#+e that ased on the %ccount =ead details #eco#ded ea#lie# the Tot&l A#ount 9in Rs: field is automaticall'dis"la'ing the amount( In this e!am"le we a#e "o"ulating data onl' in the mandato#' fields the#efo#e we shall now"#oceed to s"ecif'ing the "a#ticula#s of this Pa'ment .ouche#(

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&te" 14 In the P&rticul&rs field t'"e in the "a#ticula#s of the Pa'ment .ouche# 'ou want to c#eate( In this e!am"lewe will t'"e )iversion of funds fro# M 7R A to IA .

&te" 14 ;ote %fte# this 'ou a#e #eCui#ed to s"ecif' the mode of "a'ment th#ough which 'ou want to di+e#t funds f#omone scheme to anothe# this can e a c eNue de#&nd dr&ft or letter5&dvice.

&te" 15 In the P&"#ent )et&ils section clic the Mode of P&"#ent d#o" down to select mode of "a'ment

&te" 16 &elect a mode of "a'ment( In this e!am"le we will select =etter5Advice (

&te" 17 ,lic the )et&ils field to o"en a se"a#ate window dis"la'ing the =etter5Advice "age( /his "age allows 'ou to#eco#d account details of the financial o#gani*ation issuing the lette# ad+ice(



&te" 18 In the Account T"*e section s"ecif' whethe# the account t'"e used fo# issuing the lette# ad+ice is a anaccount t#easu#' PA account o# "ost office account( In this e!am"le we will select /&n4 Account (

&te" 19 ,lic the Account 7o. d#o" down to +iew a list of account num e#s a+aila le fo# selection( In this e!am"leo se#+e that the list dis"la's an onl' those an account num e#s which a#e ma""ed to selected scheme at the time ofc#eation(

&te" 20 In this e!am"le we will select account no( 1000>0 (

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&te" 20 ;ote 1 > se#+e that the s'stem now "#om"ts 'ou to s"ecif' the lette# ad+ice details such as =etter5Advice7o. and =etter5Advice )&te. > se#+e that the =etter5Advice )&te field automaticall' dis"la's Pa'ment .ouche# date#eco#ded ea#lie#( In this e!am"le this field dis"la's the date 0250$52010 (

&te" 20 ;ote 2 If 'ou select the mode of "a'ment as ' eNue 'ou will e di#ected to a se"a#ate window whe#ein 'oumust s"ecif' details such as the issuing account t'"e an account t#easu#' PA account "ost office account accountnum e# cheCue num e# issuing date and amount(

If 'ou select the mode of "a'ment as )e#&nd )r&ft 'ou will e di#ected to a se"a#ate window whe#ein 'ou need tos"ecif' details such as the issuing account t'"e an account t#easu#' PA account "ost office account accountnum e# mode of "a'ment cash o# cheCue using which 'ou c#eated the AA cheCue num e# issuing date and amount(

&te" 21 In the =etter5Advice 7o field t'"e a num e#( In this e!am"le we will t'"e 123.

&te" 22 ,lic Sub#it (



&te" 23 ;ow clic the %und )iverted To field(

&te" 23 ;ote > se#+e that a se"a#ate window dis"la'ing the Account Fe&d "age is dis"la'ed( /his "age allows 'ou tos"ecif' the scheme name head of accounts unde# which fund is eing di+e#ted( It also allows 'ou to s"ecif' the amountto e di+e#ted(

&te" 24 In the D*enditure Incurred nder section select Sc e#es o# Own Resources to indicate if the funddi+e#sion is unde# scheme o# an own #esou#ce( In this e!am"le we will select Sc e#es.

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&te" 25 ;ow o se#+e that the s'stem "#om"ts 'ou to s"ecif' details a out the scheme( ,lic the Sc e#e 7&#e d#o"down to +iew a list of scheme names a+aila le fo# selection

&te" 26 In this e!am"le we will select Indir& Aw&s oj&n& 9IA :.

&te" 27 %fte# selecting a scheme name in the Select Account Fe&d section o se#+e that all com"onents ma""ed to

the scheme a#e dis"la'ed( In this e!am"le o se#+e that th#ee com"onents a#e dis"la'ed 7ORMA= SP 'IA= and7AQA= (

In this e!am"le f#om the dis"la'ed list of scheme com"onents we will select 7AQA= (

&te" 27 ;ote /he A#ount field dis"la's the same amount which we ha+e s"ecified ea#lie#( In this e!am"le o se#+ethat the A#ount 9in Rs: field dis"la's -s (000 (



&te" 28 ,lic Sub#it to sa+e the details #eco#ded .

&te" 29 %fte# filling all mandato#' details on the 're&te P&"#ent Bouc er "age clic S&ve to #eco#d all detailsente#ed(

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&te" 29 ;ote 1 > se#+e that a success message stating that the +ouche# details 'ou ente#ed has een sa+edsuccessfull' is dis"la'ed( ;ow in this message o! notice that a +ouche# num e# is dis"la'ed( /his +ouche# num e# isuniCue and is auto gene#ated ' the s'stem in "#e defined fo#mat( /he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l

e&r5Bouc er t"*e5 Auto !ener&ted vouc er nu#ber ( In this e!am"le o se#+e that the +ouche# num e# dis"la'edis M 7R A52010 20115P512 ( /his indicates the following:

M 7R A N Aenotes the scheme name $ ;ational -u#al m"lo'ment ua#antee %ct fo# which 'ou want toc#eate the +ouche#2010 2011 N Aenotes the set financial 'ea#P N Aenotes the t'"e of +ouche# which in ou# case is a Pa'ment .ouche#12 N Aenotes that this is the V12V +ouche# eing c#eated in the s'stem

&te" 29 ;ote 2 Eou can #eco#d this +ouche# num e# dis"la'ed in the success message this would e useful when 'ouwant to +iew modif' that s"ecific +ouche# details(

&te" 30 >n the message o! clic O, (

&te" 30 ;ote 1 % f#ee*ed +ouche# will not e a+aila le fo# modification unli e a sa+ed +ouche#(



&te" 30 ;ote 1 % f#ee*ed +ouche# will not e a+aila le fo# modification unli e a sa+ed +ouche#(

If 'ou clic &a+e it im"lies that 'ou ha+e ust sa+ed a +ouche# 'ou can #eo"en sa+ed +ouche#s late# and clic %ree6e tof#ee*e all details( In this case the s'stem will not gene#ate anothe# uniCue +ouche# num e#( It will onl' dis"la' amessage that the +ouche# has een f#o*en successfull'(

;ow if 'ou want to modif' a f#ee*ed +ouche# 'ou can do the same ' clic ing nfree6e on a +ouche#( /his willunf#ee*e all +ouche# details the#e ' ena ling modification deletion(

;ote: %s soon as we unf#ee*e al#ead' f#ee*ed +ouche# a histo#' is maintained at ac end(

&te" 30 ;ote 2 >n the 're&te P&"#ent Bouc er "age 'ou can clic 'le&r to clea# all details ente#ed in the "ageand 'ou can clic 'lose to close the "age without sa+ing the details ente#ed(

Page 445 of 633

,ong#atulations( Eou ha+e now lea#nt to add fund di+e#sion details in a Pa'ment .ouche#(



Page 446 of 633

21.13 Modif"in! P&"#ent Bouc ers

%s a P-I accounts office# 'ou can modif' "a'ments made ' 'ou# %ccounting ntit' to anothe# accounting entit' fo# thee!ecution of de+elo"mental wo# s(

Eou can modif' a Pa'ment .ouche# in the P-I%&oft a""lication unde# /#ansaction(

;ote: =e#e we a#e ta ing an e!am"le of e!"enditu#e "a'ment +ouche# fo# $odif'ing Aeleting )#ee*ing Dnf#ee*ing and+iewing simila# ste"s will e followed to modif' delete f#ee*e unf#ee*e and +iew all othe# t'"es of "a'ment +ouche#s(

Eou can modif' a Pa'ment .ouche# in the P-I%&oft a""lication unde# Tr&ns&ction (


Pre conditionsG% Pa'ment .ouche# should al#ead' e #eco#ded and sa+ed in the s'stem(

Post conditionsG



>nce 'ou modif' a Pa'ment .ouche# and sa+e it it will e a+aila le fo# fu#the# modifications f#ee*ing and deletion(

,lic 7eDt to +iew a demonst#ation on modif'ing a Pa'ment .ouche#(

Page 447 of 633

21.1$ Modif"in! & P&"#ent Bouc er )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and"asswo#d(

&te" 2 > se#+e that 'ou a#e di#ected to Select Role "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o" down listto +iew a list of #oles(

&te" 3 )#om the list select a #ole( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 6 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er Modif".

;ote: /he Modif" P&"#ent Bouc er fo#m is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 7 >n the Modif" P&"#ent Bouc er fo#m clic the Bouc er T"*e d#o" down to select the t'"e of +ouche# 'ou

want to modif'( In this e!am"le we will select D*enditure (&te" 8 ,lic Se&rc to sea#ch the selected +ouche# t'"e fo# modification(

;ote: >nl' one !"enditu#e Pa'ment .ouche# /R %52010 115P5$; unde# &cheme /&c4w&rd Re!ion r&nt %unds isdis"la'ed(

&te" 9 &elect the dis"la'ed Pa'ment .ouche# fo# modification(&t " 10 li S b#it



&te" 10 ,lic Sub#it.;ote: >n the Modif" P&"#ent Bouc er fo#m details ente#ed while #eco#ding this Pa'ment .ouche# a#e dis"la'ed 'default( Eou can modif' an' of these details(

&te" 11 In the P&rticul&rs field t'"e the "a#ticula#s 'ou want to modif'( In this e!am"le we will change recordin!eD*enditure vouc er to #odif"in! eD*enditure *&"#ent vouc er (;ote: In the P&"#ent )et&ils section 'ou can use the Add utton to add othe# modes of "a'ment and eneficia#' detailsand 'ou can use the Re#ove utton to #emo+e an' "a#ticula# mode of "a'ment and eneficia#' details al#ead' ente#ed(

&te" 12 ,lic the To E o# P&id field to modif' the eneficia#'( In this e!am"le we will dist#i ute the amount "aid to oneagenc' amongst two agencies(;ote: -s( 1000 was "aid to agenc' API'O= //SR ( We will dist#i ute this eCuall' amongst this agenc' and anothe# agenc'AS'O A7 =.

&te" 13 )#om the list of agencies select the chec o! co##es"onding to the agenc' AS'O A7 = ( In this e!am"le we

will modif' the amount "aid to agenc' API'O= //SR f#om -s( 1000 to -s( (00 and t'"e -s( (00 fo# agenc' AS'OA7 = (

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&te" 14 ,lic Sub#it to #etu#n to the Modif" P&"#ent Bouc er "age(;ote: /he Modif" P&"#ent Bouc er fo#m dis"la's fou# uttons: S&ve %ree6e 'le&r and 'lose.If 'ou clic S&ve afte# ente#ing all mandato#' details then the s'stem will sa+e the modified Pa'ment .ouche#( /his will ea+aila le fo# fu#the# modifications(If 'ou clic %ree6e instead of sa+ing the +ouche# the s'stem will sa+e and then f#ee*e the Pa'ment .ouche#( /his will not

e a+aila le fo# fu#the# modifications(&te" 15 ,lic S&ve to sa+e all modifications done in the Pa'ment .ouche#(

;>/ : % message o! stating a success message is dis"la'ed: Bouc er 7u#berG /R %52010 115P5$; #odifiedsuccessfull" ( /he +ouche# num e# is in a s"ecific fo#mat Sc e#e Abbrevi&tion5 %in&nci&l e&r5 Bouc er t"*e5 Auto!ener&ted vouc er nu#ber (

&te" 16 >n this message o! clic O,.&te" 17 >n the Modif" P&"#ent Bouc er fo#m clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' a Pa'ment .ouche#(



Page 449 of 633

21.1( %ree6in! P&"#ent Bouc ers

Eou can f#ee*e a Pa'ment .ouche# in the P-I%&oft a""lication unde# Tr&ns&ction (


Pre conditionsG% "a'ment +ouche# should al#ead' e #eco#ded and sa+ed in the s'stem to ena le the %dminist#ato# to f#ee*e it(/o f#ee*e a Pa'ment .ouche# of a "a#ticula# date the Aa' @oo of the "#e+ious date must e closed(

Post conditionsG>nce a "a'ment +ouche# is f#ee*ed it will not e a+aila le fo# fu#the# deletion o# modification ut it will e a+aila lefo# nfree6e (>nce the +ouche# has een f#ee*ed 'ou can close the Aa' @oo (>nce a Aa' @oo is closed fo# "a#ticula# date the s'stem will not allow 'ou to add a "a'ment +ouche# on that date(

,lic 7eDt to +iew a demonst#ation on f#ee*ing a Pa'ment .ouche#(



Page 450 of 633

21.1+ %ree6in! & P&"#ent Bouc er )e#onstr&tion

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 2 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er %ree6e.

;ote: /he %ree6e P&"#ent Bouc er fo#m is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 3 >n the %ree6e P&"#ent Bouc er fo#m clic the Bouc er T"*e d#o" down to select the t'"e of +ouche# 'ou

want to f#ee*e( In this e!am"le we will select D*enditure (&te" 4 ,lic Se&rc to sea#ch the selected +ouche# t'"e fo# f#ee*ing(


&te" 5 &elect the dis"la'ed Pa'ment .ouche# fo# f#ee*ing(;ote: If a +ouche# is dis"la'ed with #ed aste#is against it this +ouche# will not e a+aila le fo# selection to f#ee*e as the"#e+ious da' oo has not een closed(

&te" 6 ,lic %ree6e to f#ee*e the Pa'ment .ouche#(;ote: % message o! containing a success message is dis"la'ed: Bouc er9s: free6ed successfull".

&te" 7 >n this message o! clic O,.&te" 8 >n the %ree6e P&"#ent Bouc er fo#m clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' f#ee*e a Pa'ment .ouche#(



Page 451 of 633

21.18 nfree6in! P&"#ent Bouc ers

While managing a Pa'ment .ouche# 'ou ma' ha+e to modif' some e!isting Pa'ment .ouche# details( =owe+e# if this+ouche# is f#ee*ed modification ecomes im"ossi le( In that case 'ou must unf#ee*e the +ouche# fi#st and then modif' thesame(

Eou can unf#ee*e a Pa'ment .ouche# in the P-I%&oft a""lication unde# Tr&ns&ction.


Pre conditionsG% "a'ment +ouche# should al#ead' e #eco#ded sa+ed and f#ee*ed in the s'stem to ena le the %dminist#ato# tounf#ee*e it(

Post conditionsG>nce a "a'ment +ouche# is unf#ee*ed it will e again a+aila le fo# deletion modification and f#ee*ing(



g g(

%s soon as we unf#ee*e al#ead' f#ee*ed +ouche# a histo#' is maintained at ac end(>nce the Aa' @oo is closed the +ouche#s a#e a+aila le in -ead >nl' mode and will not e a+aila le fo# unf#ee*ing(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing a Pa'ment .ouche#(

Page 452 of 633

21.1; nfree6in! & P&"#ent Bouc er )e#onstr&tion

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 2 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er nfree6e.

;ote: /he nfree6e P&"#ent Bouc er fo#m is dis"la'ed;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 3 >n the nfree6e P&"#ent Bouc er fo#m clic the Bouc er T"*e d#o" down to select the t'"e of +ouche# 'ou

ha+e f#ee*ed ea#lie# and which 'ou now want to unf#ee*e( In this e!am"le we will select D*enditure (&te" 4 ,lic Se&rc to sea#ch the selected +ouche# t'"e fo# unf#ee*ing(

;ote: /wo !"enditu#e Pa'ment .ouche#s @- ) 2010 11 P 47 and @- ) 2010 11 P 48 unde# &cheme @ac wa#d -egion#ant )unds a#e dis"la'ed(&te" 5 &elect the Pa'ment .ouche# /R %52010 115P5$; fo# unf#ee*ing(&te" 6 ,lic nfree6e to unf#ee*e the Pa'ment .ouche#(

;ote: % message o! containing a success message is dis"la'ed: Bouc er9s: unfree6ed successfull".&te" 7 >n this message o! clic O,.&te" 8 >n the nfree6e P&"#ent Bouc er fo#m clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' unf#ee*e a Pa'ment .ouche#(



Page 453 of 633

21.1> )eletin! P&"#ent Bouc ers

While #eco#ding Pa'ment .ouche# details 'ou might ha+e #eco#ded o solete o# inco##ect data( In such cases 'ou mustdelete the +ouche#(

Eou can delete a Pa'ment .ouche# in the P-I%&oft a""lication unde# Tr&ns&ction.


Pre conditionsG>nl' those "a'ment +ouche#s can e deleted which ha+e een sa+ed ut not 'et f#ee*ed( >nce a "a'ment +ouche# isf#ee*ed it will not e ena led fo# deletion( /o delete a f#ee*ed +ouche# it has to e unf#ee*ed(>nl' an %dminist#ato# can delete a "a'ment +ouche#(Eou can also delete +ouche#s if the Aa' @oo fo# the co##es"onding +ouche# date has not een closed

Post conditionsGAeleting a +ouche# will #emo+e it f#om the data ase and it will not e a+aila le fo# an' othe# modification o# #eco#dingt#ansaction( It will also not e a+aila le in the ?edge# @oo o# ,ash @oo (

li 7 D i d # i d l i P ' h #(



,lic 7eDt to +iew a demonst#ation on deleting a Pa'ment .ouche#(

Page 454 of 633

21.20 )eletin! & P&"#ent Bouc er )e#onstr&tion

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 2 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er )elete.

;ote: /he )elete P&"#ent Bouc er fo#m is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 3 >n the )elete P&"#ent Bouc er fo#m clic the Bouc er T"*e d#o" down to select the t'"e of +ouche# 'ou

want to delete( In this e!am"le we will select D*enditure (&te" 4 ,lic Se&rc to sea#ch the selected +ouche# t'"e fo# deletion(


&te" 5 &elect the dis"la'ed Pa'ment .ouche# fo# deletion(&te" 6 ,lic )elete to delete the selected Pa'ment .ouche#(

;ote: % message o! containing a success message is dis"la'ed: P&"#ent Bouc er9s: deleted successfull".&te" 7 >n this message o! clic O,.&te" 8 >n the )elete P&"#ent Bouc er fo#m clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' delete a Pa'ment .ouche#(



Page 455 of 633

21.21 Biewin! P&"#ent Bouc ers

>nce 'ou ha+e #eco#ded and sa+ed a Pa'ment .ouche# it will e a+aila le fo# +iewing(

Eou can +iew a Pa'ment .ouche# in the P-I%&oft a""lication unde# Tr&ns&ction.


Pre conditionsG/o +iew a Pa'ment .ouche# it must e #eco#ded and sa+ed in the s'stem

,lic 7eDt to +iew a demonst#ation on +iewing a Pa'ment .ouche#(



Page 456 of 633

21.22 Biewin! & P&"#ent Bouc er )e#onstr&tion

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 2 Dnde# Bouc er Tr&ns&ctions choose P&"#ent Bouc er Biew

;ote: /he Biew P&"#ent Bouc er fo#m is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 3 >n the Biew P&"#ent Bouc ers fo#m clic the Bouc er T"*e d#o" down to select the t'"e of +ouche# 'ou want

to +iew( In this e!am"le we will select D*enditure (&te" 4 ,lic Se&rc to sea#ch the selected +ouche# t'"e fo# +iewing(

;ote: /h#ee !"enditu#e Pa'ment .ouche#s /R %52010 115P5$+ TF%'52010 115P51( and /R %52010 115P5$8a#e dis"la'ed( /he details li e Bouc er 7o Bouc er )&te Bouc er T"*e P&rticul&rs A#ount and %ccount =eadwhich ha+e een ente#ed while #eco#ding these +ouche#s a#e #eflected( /he &tatus #eflects the status of the +ouche#s in thes'stem(/he Biew P&"#ent Bouc ers "age dis"la's two uttons: 'lose and Print.If 'ou clic 'lose 'ou will go ac to Biew P&"#ent Bouc ers "age(If 'ou clic Print a "#intout of the dis"la'ed "age will e gene#ated(

&te" 5 ,lic 'lose to #etu#n to #etu#n to Biew P&"#ent Bouc ers "age(&te" 6 >n the Biew P&"#ent Bouc ers fo#m clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew a Pa'ment .ouche#(



Page 457 of 633


We ha+e now #eached the end of this module on $anaging Pa'ments( In this module we lea#nt to:

• %dd Pa'ment .ouche#s• $odif' Pa'ment .ouche#s(• )#ee*e Pa'ment .ouche#s(• Dnf#ee*e Pa'ment .ouche#s(• Aelete Pa'ment .ouche#s(• .iew Pa'ment .ouche#s(



Page 458 of 633

22.0 Module M&n&!in! %und Move#ent usin! 'ontr& ntr"


Welcome to the module on M&n&!in! %und Move#ent usin! 'ontr& ntr".

In this module we will lea#n to:%dd a ,ont#a .ouche#(

$odif' a ,ont#a .ouche#(Aelete a ,ont#a .ouche#()#ee*e a ,ont#a .ouche#(Dnf#ee*e a ,ont#a .ouche#(.iew a ,ont#a .ouche#(



Page 459 of 633

22.2 Overview

,ont#a .ouche#s a#e used ' P-Is to #eco#d the details of an' fund mone' t#ansfe# f#om one sou#ce to anothe#@oth of which a#e owned ' the Pancha'at within a scheme(

$one' can e t#ansfe##ed to f#om cash an t#easu#' o# "ost office(

)o# e!am"le whene+e# the accounting entit' #ecei+es an' amount th#ough cheCue as Pancha'at In hand and #eco#ds a#ecei"t +ouche# against it it is #eCui#ed to ma e a contr& ent#' to de"osit this #ecei+ed cheCue in the #es"ecti+e@an /#easu#' Post >ffice accounts(

>nce the accounting entit' has set the financial 'ea# and has ente#ed the #eCuisite maste# ent#' fo# ca##'ing outt#ansactions the' can fo#mall' ca"tu#e the mo+ement of funds within the "ancha'at th#ough ,ont#a .ouche#(

/he accounting entit' could #eco#d mo+ement of funds ' eithe# withd#awing the amount f#om @an /#easu#' Post >ffice o#against an' #ecei"t ent#' ' the accounting entit'(



Page 460 of 633

22.3 Addin! 'ontr& Bouc ers Eit dr&win! %unds usin! 'ontr& Bouc ers

&u""ose an %ccounting ntit' wants to withd#aw a cash amount of -s(20000 f#om a an account unde# a scheme( /hisint#a t#ansaction of mo+ing funds f#om the an to cash in hand fo# "a#ticula# accounting entit' can e done ' c#eating a,ont#a .ouche# in P-I%&oft(


Pre 'onditions

@efo#e adding a cont#a +ouche# 'ou must ensu#e that all $aste# Aata is #eco#ded in the data ase i(e(schemes com"onents an t#easu#' "ost office unde# which accounting entit' wants to "e#fo#m int#a "ancha'atmone' t#ansfe# f#om one sou#ce to anothe# (

Post 'onditions>nce 'ou sa+e a cont#a +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed cont#a +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which cont#a +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(/he withd#awn amount will e dis"la'ed on the de it side of the Aa' @oo $onthl' &cheme Wise cash oo and?edge# oo to indicate withd#awal of funds f#om the conce#ned account(



,lic 7eDt to +iew a demonst#ation on withd#awing funds using ,ont#a .ouche#s(

Page 461 of 633

22.$ Eit dr&win! %unds usin! 'ontr& Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the cont#a +ouche# fo# his entit' fo# t#ansfe##ingfund f#om an account to cash in hand unde# scheme T irteent %in&nce 'o##ission and its com"onent 7 RA=AR A /ASI' RA7T 9 A/ :.



&te" 3 Dnde# Bouc er Tr&ns&ctions choose 'ontr& Bouc er Add.> se#+e that Add 'ontr& Bouc er Page is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 4 In the Select Account Fe&d T"*e section 'ou can eithe# select Sc e#es o# Own Resources. In this e!am"lewe will select Sc e#es to withd#aw funds unde# it(7oteG /he s'stem dis"la's all schemes which a#e ma""ed fo# 'ou# accounting entit' and inded at the #ecei"t head le+el(Eou a#e #eCui#ed to select the desi#ed scheme(

&te" 5 ,lic the Sc e#es d#o" down list to +iew a list of a+aila le schemes(&te" 6 )#om the Sc e#es d#o" down select the scheme unde# which 'ou want to withd#aw funds( In this e!am"le we

will select T irteent %in&nce 'o##ission – TF%'.



;ote: %fte# selecting the scheme 'ou would e #eCui#ed to select a scheme com"onent f#om which 'ou want to mo+e fundsf#om one sou#ce to anothe#( %ll com"onents inded at the #ecei"t head le+el a#e dis"la'ed fo# selection(&te" 7 &elect a com"onent unde# the selected scheme( In this e!am"le we will select 7 RA= AR A /ASI' RA7T

9 A/ : unde# T irteent %in&nce 'o##ission.7ote : =e#e Reference 7o ' &ll&n 7o and ' &ll&n )&te field a#e non mandato#' so it can e lea+ed lan (

&te" 8 In the Bouc er )&te field t'"e a date( In this e!am"le we will t'"e 0350$52010. 7ote : In the %ro# section 'ou can choose to withd#aw funds f#om an s t#easu#ies o# "ost office accounts and in the To section 'ou can choose whe#e 'ou want to ee" the withd#awn funds( )o# e!am"le: choosing /&n4 in the %ro# section andchoosing '&s in F&nd in the To section means that 'ou want to withd#aw funds f#om the an account and ee" them inas cash in hand( &imila#l' selecting /&n4 in the %ro# section and choosing Tre&sur" in the To section means that 'ouwant to mo+e funds f#om 'ou# an to 'ou# t#easu#' account( =e#e we should also note that fund can e withd#awn usingonl' ,heCue Withd#awn sli" and ?ette# %d+ice f#om @an /#easu#' Pos' >ffice accounts(

Page 462 of 633

7ote : In the %ro# section if 'ou select '&s in F&nd it means 'ou a#e de"ositing cash ,heCue Aemand A#aft a+aila leto 'ou( In this case in the To section onl' th#ee o"tions /&n4 Tre&sur" and Post Office will e dis"la'ed to de"ositcash( Eou can de"osit cash cheCue o# Aemand A#aft in 'ou# accounts(

&te" 9 In the %ro# section In this e!am"le we will select /&n4.&te" 10 ,lic the /&n4 Account 7o d#o" down list to +iew a list of a+aila le an accounts(&te" 11 )#om the /&n4 Account 7o d#o" down select the desi#ed account num e#( In this e!am"le we will select

1000>0.;ote: %ll account num e#s ma""ed to the selected scheme will e dis"la'ed he#e fo# selection(

&te" 12 In the Eit dr&wn T rou! section select the desi#ed method of withd#awing funds( Eou can select ,heCueWithd#awal &li" o# ?ette# %d+ice( If 'ou select ,heCue o# ?ette# %d+ice 'ou would ha+e to s"ecif' the ,heCue o#?ette# %d+ice num e# as well as the ,heCue o# ?ette# %d+ice Aate de"ending on 'ou# selection ( In this e!am"le we willselect Eit dr&w&l Sli*.

&te" 13 In the Sli* 7o field t'"e the withd#awal sli" s num e#( In this e!am"le we will t'"e $102>88.&te" 14 In the A#ount 9in Rs.: field t'"e the amount that 'ou want to withd#aw( In this e!am"le we will t'"e 1000.&te" 15 In the To section select the sou#ce whe#e 'ou want to mo+e the withd#awn funds( In this e!am"le we will select

'&s in F&nd and then we will select '&s chec o! unde# it(&te" 16 In the P&rticul&rs te!t o! t'"e a desc#i"tion fo# 'ou# t#ansaction( In this e!am"le we will t'"e Eit dr&w&l of

funds (7ote : %fte# ente#ing all the mandato#' details 'ou can eithe# S&ve o# %ree6e the ,ont#a .ouche#(>n sa+ing the cont#a +ouche# it will e a+aila le fo# fu#the# +iewing modification f#ee*ing and deletion( ,lic ing S&ve willgene#ate a +ouche# num e# in the &cheme a #e+iation )inancial 'ea# .ouche# t'"e .ouche# se#ial num e# fo#mat and will



sa+e the +ouche# in the data ase(% f#ee*ed +ouche# cannot e modified( It needs to e unf#ee*ed fo# an' actions to e "e#fo#med on it( %fte# f#ee*ing a+ouche# the Aa' @oo can e closed(

&te" 17 In this e!am"le we will clic %ree6e to f#ee*e the +ouche#(7ote : % success message is dis"la'ed that the auto gene#ated +ouche# num e# TF%'52010 115'52 has een f#ee*edsuccessfull'(/his indicates the following:

TF%' N Aenotes scheme unde# which this cont#a +ouche# is #eco#ded fo# withd#awing fund(2010 2011 Aenotes cu##ent financial 'ea#' Aenotes +ouche# t'"e in this case it is ,ont#a .ouche#(2 Aenotes that 2 nd +ouche# has een gene#ated(


Page 463 of 633

&te" 19 ,lic 'lose to close the Add 'ontr& Bouc er "age and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to withd#aw funds using ,ont#a .ouche#s(



Page 464 of 633

22.( Addin! 'ontr& Bouc ers )e*ositin! %unds usin! 'ontr& Bouc ers

&u""ose 'ou# %ccounting ntit' has #ecei+ed some funds th#ough cheCue as "ancha'at in hand ( ;ow 'ou now want tode"osit this cheCue in one of the @an /#easu#' Post office accounts( /his t#ansaction can e #eco#ded in P-I%&oft using,ont#a .ouche#s(


Pre conditions@efo#e adding a cont#a +ouche# 'ou must ensu#e that all $aste# Aata is #eco#ded in the data ase i(e(

schemes com"onents an t#easu#' "ost office unde# which %ccounting ntit' wants to "e#fo#m int#a "ancha'atmone' t#ansfe# f#om one sou#ce to anothe# (

Post conditions>nce 'ou sa+e a cont#a +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed cont#a +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which cont#a +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(/he withd#awn amount will e dis"la'ed on the de it side of the Aa' @oo $onthl' &cheme Wise cash oo and?edge# oo to indicate withd#awal of funds f#om the conce#ned account(

,lic 7eDt to +iew a demonst#ation on de"ositing funds using ,ont#a .ouche#s(



, g g , (

Page 465 of 633

22.+ )e*ositin! %unds usin! 'ontr& Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io whe#e a Jilla Pancha'at wants to #eco#d the cont#a +ouche# fo# his entit' fo# de"ositingfund #ecei+ed th#ough cheCue as Pancha'at In hand to its t#easu#' account unde# scheme T irteent %in&nce'o##ission and its com"onent 7 RA= AR A /ASI' RA7T 9 A/ :.


&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose 'ontr& Bouc er Add.

> se#+e that Add 'ontr& Bouc er "age is dis"la'ed(

;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 4 In the Select Account Fe&d T"*e section 'ou can eithe# select Sc e#es o# Own Resources. In this e!am"lewe will select Sc e#es to withd#aw funds unde# it(7oteG /he s'stem dis"la's all schemes which a#e ma""ed fo# 'ou# %ccounting ntit' and ound at the #ecei"t head le+el(Eou a#e #eCui#ed to select the desi#ed scheme(

&te" 5 ,lic the Sc e#es d#o" down list to +iew a list of a+aila le schemes(&te" 6 )#om the Sc e#es d#o" down select the scheme unde# which 'ou want to de"osit funds( In this e!am"le we will

select T irteent %in&nce 'o##ission – TF%'.;ote: %fte# selecting the scheme 'ou would e #eCui#ed to select a scheme com"onent f#om which 'ou want to mo+e fundsf#om one sou#ce to anothe#( %ll com"onents inded at the #ecei"t head le+el will e dis"la'ed fo# selection(



&te" 7 &elect a scheme com"onent unde# the selected scheme( In this e!am"le we will select 7 RA= AR A /ASI'RA7T 9 A/ : unde# T irteent %in&nce 'o##ission.

7ote : If #eCui#ed in the Reference 7o. field t'"e in a #efe#ence num e#( In this e!am"le we will t'"e F)C$3(2.&te" 8 In the Bouc er )&te field t'"e a date( In this e!am"le we will t'"e 0350$52010. &te" 8 ;ote

/he +ouche# date should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould not e mo#e than the cu##ent date(/his date can also e selected f#om calenda# a+aila le ne!t to field(If it is the fi#st cont#a +ouche# that 'ou a#e #eco#ding fo# the "a#ticula# financial 'ea# ' default the fi#st da' that isthe 1st of %"#il will e dis"la'ed as the +ouche# date(

7ote : If #eCui#ed in the ' &ll&n 7o field t'"e in a num e#( In this e!am"le we will t'"e +3+$00>$8;. In the ' &ll&n)&te field ente# a date( In this e!am"le we will t'"e 0350$52010.

Page 466 of 633

&te" 9 In the %ro# section select the desi#ed sou#ce of fund( In this e!am"le we need to de"osit cash into an accounthence we will select '&s in F&nd.7ote : > se#+e that the Select %in&nci&l e&r d#o" down is dis"la'ed( =e#e 2010 2011 is dis"la'ed ' default as this isthe cu##ent financial 'ea# fo# the logged in entit'(7ote : ;ow o se#+e that th#ee o"tions N '&s ' eNue and )e#&nd )r&ft a#e dis"la'ed( Eou can de"osit cash cheCue o#Aemand A#aft in a @an /#easu#' o# Post >ffice account( )o# e!am"le: If 'ou# %ccounting ntit' has #ecei+ed an' cheCue o#Aemand A#aft as Pancha'at in =and and the co##es"onding #ecei"t +ouche# has een #eco#ded and f#ee*ed then in thatcase 'ou can select eithe# the ' eNue o# )e#&nd )r&ft o"tion dis"la'ed he#e to de"osit it in an account( >n selection ofcheCue o# Aemand A#aft the #ecei"t +ouche#s will also e dis"la'ed on the Add 'ontr& Bouc er "age . =owe+e# if 'ouwant to de"osit cash into the accounts 'ou can select the '&s o"tion(

7oteG If the#e a#e no f#ee*ed #ecei"t +ouche#s fo# ,heCue o# Aemand A#aft unde# Pancha'at in =and e!ist in s'stem fo# 'ou%ccounting ntit' then the s'stem will dis"la' a message stating that no Aemand A#afts o# ,heCues a#e a+aila le fo#de"ositing(

&te" 10 In the A#ount 9in Rs.: field t'"e the amount that 'ou want to de"osit( In this e!am"le we will t'"e 1000.&te" 11 In the To section select the sou#ce whe#e 'ou want to de"osit the funds( In this e!am"le we will select

Tre&sur".&te" 12 ,lic the Tre&sur" Account d#o" down list to +iew a list of a+aila le t#easu#' accounts(&te" 13 )#om the Tre&sur" Account d#o" down select the desi#ed account( In this e!am"le we will select 123$(+812

TFIRT 7 %' A''O 7T.;ote: %ll account num e#s ma""ed to the selected scheme will e dis"la'ed he#e fo# selection(

&te" 14 In the P&rticul&rs te!t o! t'"e a desc#i"tion fo# the t#ansaction( In this e!am"le we will t'"e de*ositin! c&s



in tre&sur" &ccount.;ote: %fte# ente#ing all the mandato#' details 'ou can eithe# S&ve o# %ree6e the ,ont#a .ouche#(>n sa+ing the cont#a +ouche# it will e a+aila le fo# fu#the# +iewing modification f#ee*ing and deletion( ,lic ing S&ve willgene#ate a +ouche# num e# in the &cheme a #e+iation )inancial 'ea# .ouche# t'"e .ouche# se#ial num e# fo#mat and willsa+e the +ouche# in the data ase(% f#ee*ed +ouche# cannot e modified( It needs to e unf#ee*ed fo# an' actions to e "e#fo#med on it( %fte# f#ee*ing a+ouche# the Aa' @oo can e closed(

&te" 15 In this e!am"le we will clic %ree6e to f#ee*e the +ouche#(7ote : % success message is dis"la'ed that the auto gene#ated +ouche# num e# TF%'52010 115'5$ has een f#ee*edsuccessfull'( /his indicates the following

TF%' N Aenotes scheme unde# which this cont#a +ouche# is #eco#ded fo# withd#awing fund(

2010 2011 Aenotes cu##ent financial 'ea#(' Aenotes +ouche# t'"e in this case it is ,ont#a .ouche#(

Page 467 of 633

$ Aenotes that 4 th +ouche# has een gene#ated(&te" 16 ,lic O, to close the message o!(&te" 17 ,lic 'lose to close the Add 'ontr& Bouc er "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to de"osit funds using ,ont#a .ouche#s(



Page 468 of 633

22.8 Modif"in! 'ontr& Bouc ers

We ha+e lea#nt how to add a ,ont#a .ouche# in P-I%&oft(

=owe+e# while c#eating these +ouche#s 'ou ma' ha+e ente#ed inco##ect data such as w#ong amount info#mation &chemeand com"onent info#mation( It is +ital to co##ect these ent#ies and this can e done ' modif' o"tion unde# cont#a +ouche#(

We will now lea#n how to modif' a ,ont#a .ouche# in P-I%&oft(


Pre conditions/o modif' a ,ont#a .ouche# 'ou must ensu#e that the cont#a +ouche# has een #eco#ded and sa+ed in the s'stem(

Post conditions>nce 'ou sa+e a modified ,ont#a .ouche# it will e a+aila le fo# fu#the# modifications f#ee*ing and deletion(

,lic 7eDt to +iew a demonst#ation on modif'ing ,ont#a .ouche#s(



Page 469 of 633

22.; Modif"in! 'ontr& Bouc ers )e#onstr&tion


&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose 'ontr& Bouc er Modif" to modif' a ,ont#a .ouche#(

7ote : /he Modif" 'ontr& Bouc er "age is dis"la'ed(/his fo#m dis"la's sea#ch c#ite#ia to sea#ch the ,ont#a .ouche# 'ou want to modif' 'ou can s"ecif' eithe# one all o# a

com ination of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te.Eou can use the Sc e#e d#o" down to sea#ch fo# a ,ont#a .ouche# ased on the scheme unde# which it was #eco#ded( /hisd#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn #esou#ce(Eou can also sea#ch fo# a +ouche# using the date of c#eation of the .ouche#( Eou can t'"e in this date in the Bouc er )&tedfield o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# the tentati+e dates etween which the +ouche#was c#eated( Eou can also select desi#ed date ' calenda# a+aila le ne!t to all date fields on modif' cont#a +ouche# "age(

&te" 4 ,lic the Sc e#e 7&#e d#o" down list to +iew a list of a+aila le schemes(&te" 5 )#om the Sc e#e 7&#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission TF%'.&te" 6 ,lic Se&rc to +iew a list of all ,ont#a .ouche#s(

;ote: >nl' sa+ed ,ont#a .ouche#s a#e dis"la'ed in the list( >nl' one +ouche# can e selected at a time fo# modification(&te" 7 &elect the +ouche# that 'ou want to modif'( In this e!am"le we will select the onl' +ouche# TF%'52010

h d l d(



20115'51 that is dis"la'ed(&te" 8 ,lic Sub#it to #eo"en the +ouche# fo# modification(7ote : /he Modif" 'ontr& Bouc er "age is dis"la'ed again showing the selected +ouche# in edit mode( In this +ouche# wewill modif' the amount ecause the s"ecified amount of 500000 is not a+aila le in this an account(7oteG &imila#l' 'ou can modif' the othe# details dis"la'ed on this "age if #eCui#ed(

&te" 9 In the %ro# section in the A#ount 9in Rs.: field modif' the dis"la'ed amount of (00000 to 1000.&te" 10 ,lic *d&te to sa+e the changes 'ou ha+e made(

;ote: % success message stating that the .ouche# num e# TF%'52010 115'51 is modified successfull' is dis"la'ed( =e#e'ou can see that auto gene#ated se#ial no( of u"dated +ouche# has not een changed( It is L1M onl' which was gene#atedwhile sa+ing +ouche# initiall'(


&te" 12 ,lic 'lose to close the Modif" 'ontr& Bouc er "age and #etu#n to the P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' modif' a ,ont#a .ouche#(

Page 470 of 633

22.> )eletin! 'ontr& Bouc ers

We ha+e lea#nt how to add and modif' a ,ont#a .ouche# in P-I%&oft(

While #eco#ding +ouche# details 'ou might ha+e #eco#ded o solete data( In such cases 'ou must delete the cont#a +ouche#(


Pre conditionsEou can delete onl' those cont#a +ouche#s which ha+e een sa+ed in the s'stem ut ha+e not een f#ee*ed 'et(/o delete a f#ee*ed cont#a +ouche# 'ou must unf#ee*e it fi#st and then delete it(%s soon as 'ou unf#ee*e al#ead' f#ee*ed cont#a +ouche# a histo#' is maintained at ac end(Eou can delete cont#a +ouche#s onl' if the Aa' @oo fo# the co##es"onding +ouche# date has not een closed(>nl' an %dminist#ato# can delete a cont#a +ouche#(

Post conditionsAeleting a cont#a +ouche# will #emo+e it f#om the data ase and it will not e a+aila le fo# an' fu#the# modification o#decla#ation( It will also not e +isi le in the ?edge# @oo o# ,ash @oo (

,lic 7eDt to +iew a demonst#ation on deleting ,ont#a .ouche#s(



Page 471 of 633

22.10 )eletin! 'ontr& Bouc ers )e#onstr&tion


&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose 'ontr& Bouc er )elete to delete a ,ont#a .ouche#(

7ote : /he )elete 'ontr& Bouc er "age is dis"la'ed(/his fo#m dis"la's sea#ch c#ite#ia to sea#ch the ,ont#a .ouche# 'ou want to delete 'ou can s"ecif' eithe# one all o# a

com ination of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te.Eou can use the Sc e#e d#o" down to sea#ch fo# a ,ont#a .ouche# ased on the scheme unde# which it was #eco#ded( /hisd#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn -esou#ce(Eou can also sea#ch fo# a +ouche# using the date of c#eation of the .ouche#( Eou can t'"e in this date in the Bouc er )&tedfield o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# the tentati+e dates etween which the +ouche#was c#eated( Eou can also select desi#ed date ' calenda# a+aila le ne!t to all date fields on delete cont#a +ouche# "age(

&te" 4 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(&te" 5 )#om the Sc e#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission TF%'.&te" 6 ,lic Se&rc to +iew a list of all ,ont#a .ouche#s(

7ote : > se#+e that the s'stem dis"la's onl' one +ouche# TF%'52010 115'51 #eco#ded unde# the s"ecified scheme( Eoucan clic the chec o! a+aila le against the cont#a +ouche# dis"la'ed and then clic )elete to delete this +ouche#(

+ # i thi ! "l ill t d l t thi + h # t t it f # f #th # t# ti ( & ill li



=owe+e# in this e!am"le we will not delete this +ouche# ecause we want to use it fo# fu#the# t#ansactions( &o we will clic'lose to #etu#n to P-I%&oft main menu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' delete a ,ont#a .ouche#(

Page 472 of 633

22.11 %ree6in! & 'ontr& Bouc er

We ha+e lea#nt how to add modif' and delete ,ont#a .ouche#s in P-I%&oft(

While #eco#ding cont#a +ouche# details 'ou might ha+e onl' sa+ed it( In such cases 'ou must f#ee*e the +ouche# to closeda' oo and "e#fo#m t#ansactions such as to #eco#d "a'ment +ouche#s ' using amount c#edited in cont#a +ouche#s unde#same scheme etc(


Pre conditions% cont#a +ouche# should al#ead' e #eco#ded and sa+ed in the s'stem to ena le the %dminist#ato# to f#ee*e it(

Post conditions>nce a ,ont#a .ouche# is f#ee*ed it will not e a+aila le fo# deletion o# modification ut it will e a+aila le fo#unf#ee*ing(>nce the +ouche# has een f#ee*ed 'ou can close the Aa' @oo (>nce 'ou f#ee*e a ,ont#a .ouche# and close the Aa' @oo the s'stem will not allow 'ou to add a ,ont#a .ouche# onthe same date(,heCues de"osited th#ough ,ont#a .ouche#s will #eflect in the @an -econciliation &tatements(

,lic 7eDt to +iew a demonst#ation on f#ee*ing ,ont#a .ouche#s(



Page 473 of 633

22.12 %ree6in! & 'ontr& Bouc er )e#onstr&tion


&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose 'ontr& Bouc er %ree6e to f#ee*e a ,ont#a .ouche#(

7ote : /he %ree6e 'ontr& Bouc er "age is dis"la'ed(/his fo#m dis"la's sea#ch c#ite#ia to sea#ch the ,ont#a .ouche# 'ou want to f#ee*e 'ou can s"ecif' eithe# one all o# acom ination of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te.Eou can use the Sc e#e d#o" down to sea#ch fo# a ,ont#a .ouche# ased on the scheme unde# which it was #eco#ded( /his

d#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn -esou#ce(Eou can sea#ch fo# a +ouche# using the date of c#eation of the .ouche#( Eou can t'"e in this date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# the tentati+e dates etween which the +ouche#was c#eated( Eou can also select desi#ed date ' calenda# a+aila le ne!t to all date fields on f#ee*e cont#a +ouche# "age(

&te" 4 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(&te" 5 )#om the Sc e#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission TF%'.&te" 6 ,lic Se&rc to +iew a list of all the sa+ed ,ont#a .ouche#s(

7ote 1 : > se#+e that the s'stem dis"la's onl' one sa+ed +ouche# TF%'52010 115'51 unde# the selected scheme .7ote 2G .ouche#s with #ed aste#is in f#ont of chec o! cannot e selected to f#ee*e as the "#e+ious date da' oo is notclosed(

&te" 7 &elect the +ouche# 'ou want to f#ee*e( In this e!am"le we will select TF%'52010 115'51.

&te" 8 lic %ree6e to f#ee*e the ont#a ouche#(



&te" 8 ,lic %ree6e to f#ee*e the ,ont#a .ouche#(7ote : % success message stating that the +ouche# has een f#ee*ed is dis"la'ed( =e#e 'ou can see that auto gene#atedse#ial no( of f#ee*ed cont#a +ouche# has not een changed( It is L1M which was gene#ated while sa+ing the +ouche# initiall'(

&te" 9 ,lic O, to close the message o!(&te" 10 ,lic 'lose to close the %ree6e 'ontr& Bouc er "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' f#ee*e a ,ont#a .ouche#s(

Page 474 of 633

22.13 nfree6in! & 'ontr& Bouc er

We ha+e lea#nt how to add modif' delete and f#ee*e a ,ont#a .ouche# in P-I%&oft(

While managing +ouche#s 'ou ma' ha+e to modif' some e!isting +ouche# details( =owe+e# if the +ouche#s a#e f#ee*edmodification is not "ossi le( Eou must fi#st unf#ee*e the +ouche# to ma e it a+aila le fo# fu#the# modification(


Pre conditionsG

% cont#a +ouche# should al#ead' e #eco#ded sa+ed and f#ee*ed in the s'stem to ena le the %dminist#ato# tounf#ee*e it(

Post conditions>nce a cont#a +ouche# is unf#ee*ed it will e again a+aila le fo# deletion modification and f#ee*ing(%s soon as we unf#ee*e al#ead' f#ee*ed cont#a +ouche# a histo#' is maintained at ac end(>nce the Aa' @oo is closed the cont#a +ouche#s a#e a+aila le in -ead >nl' mode and will not e a+aila le fo#unf#ee*ing(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing ,ont#a .ouche#s(



Page 475 of 633

22.1$ nfree6in! & 'ontr& Bouc er )e#onstr&tion


&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose 'ontr& Bouc er nfree6e to unf#ee*e a ,ont#a .ouche#(

7ote : /he n%ree6e 'ontr& Bouc er "age is dis"la'ed(

/his fo#m dis"la's sea#ch c#ite#ia to sea#ch the ,ont#a .ouche# 'ou want to unf#ee*e 'ou can s"ecif' eithe# one acom ination o# all of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te.Eou can use the Sc e#e d#o" down to sea#ch fo# a ,ont#a .ouche# ased on the scheme unde# which it was #eco#ded( /hisd#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn -esou#ce(Eou can sea#ch fo# a +ouche# using the date of c#eation of the .ouche#( Eou can t'"e in this date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# the tentati+e dates etween which the +ouche#was c#eated( Eou can also select desi#ed date ' calenda# a+aila le ne!t to all date fields on unf#ee*e cont#a +ouche# "age(

&te" 4 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(&te" 5 )#om the Sc e#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission TF%'.&te" 6 ,lic Se&rc to +iew a list of all the f#ee*ed ,ont#a .ouche#s(

7ote : > se#+e that the s'stem dis"la's a list of all ,ont#a .ouche#s #eco#ded and f#ee*ed in the s'stem(

&te" 7 )#om the list select a +ouche# fo# unf#ee*ing( In this e!am"le we will select the +ouche# co##es"onding to the



&te 7 )#om the list select a +ouche# fo# unf#ee*ing( In this e!am le we will select the +ouche# co##es onding to the.ouche# ;o TF%'52010 20115'51.7oteG Eou can also select multi"le +ouche#s fo# unf#ee*ing ' clic ing the chec o!es dis"la'ed eside the +ouche#num e#s(

&te" 8 ,lic nfree6e to unf#ee*e the ,ont#a .ouche#(&te" 9 % success message stating that the +ouche# has een unf#ee*ed is dis"la'ed( >n the message o! clic O, to close

message o! to #etu#n to nfree6e 'ontr& Bouc er "age(&te" 10 ,lic 'lose to close the n%ree6e 'ontr& Bouc er "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to successfull' unf#ee*e a ,ont#a .ouche#(

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22.1( Biewin! & 'ontr& Bouc er

We ha+e lea#nt how to add modif' delete f#ee*e and unf#ee*e a ,ont#a .ouche# in P-I%&oft(

Eou ma' want to finall' +iew the +ouche#s afte# all tas s ha+e een "e#fo#med on it(


Pre 'onditionsG,ont#a +ouche# should ha+e een al#ead' #eco#ded in P-I%&oft to +iew it(

,lic 7eDt to +iew a demonst#ation on +iewing ,ont#a .ouche#s(



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22.1+ Biewin! & 'ontr& Bouc er )e#onstr&tion

&te" 1 >n the P-I%&oft main menu "age choose Tr&ns&ction 'ontr& Bouc er Biew to +iew a ,ont#a .ouche#(7oteG /he Biew 'ontr& Bouc er "age is dis"la'ed(

&te" 2 Dsing the a+aila le &ea#ch c#ite#ia s"ecif' a "a#amete# fo# sea#ching a ,ont#a .ouche#( In this e!am"le in theBouc er )&te section in the Bouc er )&ted field we will t'"e the date fo# the +ouche# as 0350$52010.

&te" 3 ,lic Se&rc to +iew a list of all ,ont#a .ouche#s(

7ote : > se#+e that a list of ,ont#a .ouche#s is dis"la'ed along with details such as Bouc er 7o Bouc er )&te A#ount 9inRs.: and P&rticul&rs (=e#e 'ou can +iew the modifications which we ha+e made in cont#a +ouche# TF%'52010 115'51ea#lie# in this module(

&te" 4 .iew the +ouche# details and clic 'lose to close the Biew 'ontr& Bouc er "age and #etu#n to the P-I%&oft mainmenu "age(,ong#atulationsK Eou ha+e now lea#nt to successfull' +iew a ,ont#a .ouche#s(



Page 478 of 633


We ha+e now #eached the end of this module on M&n&!in! %und Move#ent usin! 'ontr& ntr".

In this module we lea#nt to:

• %dd a ,ont#a .ouche#(• $odif' a ,ont#a .ouche#(• Aelete a ,ont#a .ouche#(• )#ee*e a ,ont#a .ouche#(• Dnf#ee*e a ,ont#a .ouche#(• .iew a ,ont#a .ouche#(



Page 479 of 633

23.0 Module M&n&!in! Courn&l ntries


Welcome to module on $anaging Gou#nal nt#ies(

In this module we will lea#n to manage Gou#nal .ouche#s( $anaging Gou#nal .ouche#s in+ol+es adding modif'ing deletingf#ee*ing unf#ee*ing and +iewing




Page 480 of 633

23.2 Addin! Courn&l Bouc ers

Eou can add +a#ious t'"es of Gou#nal .ouche#s in the P-I%&oft a""lication fo# diffe#ent "u#"oses such as to #eco#d#ectification ad ustment and deduction ent#ies(

/he +a#ious Gou#nal .ouche#s that 'ou can add a#e:-ecei"t -ectification

!"enditu#e -ectification

%d+ance -ectification%d+ance %d ustment>@ %d+ance %d ustmentAeduction

Gou#nal +ouche# is asicall' a #ectification ad ustment ent#' #eco#ded against "a'ment and #ecei"t +ouche#s that ha+eal#ead' een #eco#ded and fo# which da' oo has een closed in the P-I%&oft a""lication(

?et s e!"lo#e the ste"s to add a o+e defined t'"es of ou#nal +ouche# in P-I%&oft(

-ecei"t -ectification Dsing Recei*tRectific&tion an accounting entit' #eco#ds a



ecei t ectification Dsing Recei t Rectific&tion an accounting entit #eco#ds a#ectification ent#' to #ectif' the misclassification of an' #ecei"t.ouche# #eco#ded ea#lie# ' it(

!"enditu#e -ectification Dsing D*enditure Rectific&tion an accounting entit' #eco#ds a#ectification ent#' to #ectif' the misclassification of an' !"enditu#ePa'ment .ouche# #eco#ded ea#lie# ' it(

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%d+ance -ectification Dsing Adv&nce Rectific&tion an accounting entit' #eco#ds a#ectification ent#' to #ectif' the misclassification of an' %d+ancePa'ment .ouche# #eco#ded ea#lie# ' it(

%d+ance %d ustment Dsing Adv&nce Adjust#ent an accounting entit' #eco#ds aad ustment ent#' to ad ust the ad+ance Pa'ment amount "#o+idedea#lie# to P-Is %gencies m"lo'ees -esidents ?ine de"a#tmentso# othe#s ' it th#ough Pa'ment .ouche#(

>@ %d+ance %d ustment Dsing O/ Adv&nce Adjust#ent an accounting entit' #eco#ds a

ad ustment ent#' to ad ust the ad+ance >"ening @alance amount"#o+ided ea#lie# to P-Is %gencies m"lo'ees -esidents ?inede"a#tments o# othe#s(

Aeduction Dsing )eduction an accounting entit' #eco#ds the details unde#which the deductions a#e e"t fo# sala#' ta!es .%/ etc(



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23.3 Addin! Recei*t Rectific&tion in Courn&l Bouc ers

% Gou#nal .ouche# is c#eated ' an accounting entit' to #eco#d #ectification ent#ies( )o# e!am"le conside# that a cash ent#'has een made unde# a w#ong %ccount =ead( /o #ectif' this 'ou must #eco#d #ectification ent#ies fo# the %ccount =eads inthe Gou#nal .ouche#(

?et us now lea#n how to add #ecei"t #ectification in Gou#nal .ouche#s(


Pre conditionsG

/he Aa' @oo must e closed fo# the date on which the +ouche# was #eco#ded against which 'ou want to ma ethe #ectification ent#' in the Gou#nal .ouche#(

Post conditions

>nce 'ou sa+e a ou#nal +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(>nce the ou#nal +ouche# is sa+ed 'ou can +iew its details in Gou#nal @oo unde# #e"o#ts(

,lic 7eDt to +iew a demonst#ation on adding #ecei"t #ectification ent#ies in Gou#nal .ouche#s(



, g (

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23.$ Addin! Recei*t Rectific&tion ntries in Courn&l Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla Pancha'at wants to #eco#d #ecei"t #ectification unde# ou#nal +ouche# againstthe #ecei"t +ouche# #eco#ded ea#lie# to #ectif' its account head classification unde# scheme /hi#teenth )inance ,ommission N/=),(

&te" 1 >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and "asswo#d(&te" 2 >n the Select Role "age f#om the Role d#o" down select the #ole f#om which 'ou a#e going to #eco#d the #ecei"t

#ectification Gou#nal +ouche#&te" 3 In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(

&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew the menu o"tions unde# it(&te" 6 Dnde# Bouc er Tr&ns&ctions choose Courn&l Bouc er Add.;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 7 ,lic the Tr&ns&ction Mode d#o" down to +iew list of t#ansactions such as Recei*t Rectific&tion D*enditureRectific&tion Adv&nce Rectific&tion Adv&nce &djust#ent O/ Adv&nce Adjust#ent and )eduction which 'ou can#eco#d unde# Gou#nal .ouche#(

&te" 8 )#om the list In this e!am"le we will select Recei*t Rectific&tion to #eco#d #ectification against a -ecei"t +ouche##eco#ded(;ote: If 'ou# entit' has not closed a da' oo e+en fo# a single da' in cu##ent financial 'ea# s'stem will th#ow an ale#t

message as soon as 'ou will select L-ecei"t -ectificationM f#om t#ansaction mode d#o" down stating that L>nl' those+ouche#s will e a+aila le fo# #ecei"t #ectification fo# which da' oo has een closed( &ince 'ou ha+e not closed the da'



g g+ouche#s will e a+aila le fo# #ecei t #ectification fo# which da oo has een closed( &ince ou ha+e not closed the daoo fo# an' of the da' -ecei"t -ectification cannot e doneM(

;ote: /he Reference 7o field is o"tional to s"ecif'(&te" 9 In the Reference 7o. field In this e!am"le we will t'"e <E R123 (

;ote: In the Bouc er )&te field 'ou should ensu#e that:/he +ouche# date should e the date afte# the last closed Aa' @oo date( @' default the Bouc er )&te field dis"la'sthe last ente#ed ou#nal +ouche# date( %nd the date should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould not e mo#e than the cu##ent date(/his date can also e selected f#om calenda# a+aila le ne!t to field(

&te" 10 In the Bouc er )&te field In this e!am"le we will t'"e 0250$52010 as the da' oo fo# "#e+ious date01 04 2010 has al#ead' een closed(

Page 484 of 633

&te" 11 %fte# s"ecif'ing all mandato#' details in the Bouc er to be lin4ed section clic the Se&rc lin to sea#ch fo# the#ecei"t +ouche# that need to e lin ed fo# #ectification(> se#+e that on clic ing Se&rc a new window with the Se&rc 'riteri& "age is dis"la'ed( >n this "age 'ou must ente#details "e#tinent to the desi#ed -ecei"t .ouche# to ena le the s'stem to sea#ch fo# the s"ecific +ouche#( Eou can s"ecif' asingle a com ination o# all of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te (> se#+e that he#e %in&nci&l e&r field dis"la's 2010 2011 ' default ecause it is the set financial fo# the logged in entit'(Eou can use the Sc e#e d#o" down to sea#ch fo# a -ecei"t .ouche# ased on the scheme unde# which it was #eco#ded( /hisd#o" down dis"la's list of all cent#al and state s"onso#ed schemes along with >wn #esou#ce(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific -ecei"t.ouche#(

Eou can also sea#ch fo# a #ecei"t +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou cant'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# thetentati+e dates etween which the +ouche# was #eco#ded(In this e!am"le we will s"ecif' onl' the &cheme unde# which the #ecei"t +ouche# was #eco#ded(

&te" 12 ,lic the &cheme dro* down to +iew a list of a+aila le schemes(&te" 13 )#om the Sc e#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission – TF%' (&te" 14 ,lic Se&rc to +iew the #eco#ded -ecei"t .ouche#( Eou can clic 'le&r to clea# all ent#ies made on this "age o#

'lose to close the window without sea#ching the +ouche#(;ote: /he Se&rc Result "age is dis"la'ed this "age dis"la's all -ecei"t .ouche#s ased on the mentioned sea#ch c#ite#ia(If the#e is no f#ee*ed #ecei"t +ouche#s fo# acco#ding to sea#ch c#ite#ia ente#ed then s'stem will th#ow an ale#t messagestating L;o f#ee*ed +ouche# found fo# ente#ed sea#ch c#ite#iaM(

In this e!am"le o se#+e that this "age dis"la's details of onl' one -ecei"t .ouche#( /his im"lies that onl' one +ouche# haseen #eco#ded and fo# which da' oo has een closed unde# the mentioned scheme(



een #eco#ded and fo# which da oo has een closed unde# the mentioned scheme(&te" 15 &elect the +ouche# ' clic ing a #adio utton against it( In this e!am"le we will select Bouc er 7o TF%'52010

115R58 (;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed again with details of the selected #ecei"t +ouche# such as.ouche# num e# .ouche# Aate &cheme ;ame Pa#ticula#s and %mount in -s( (

;otice that two sections %ro# and To a#e dis"la'ed( /he %ro# section dis"la's the detail of the al#ead' #eco#ded #ecei"t+ouche#( In this case the #ecei"t +ouche# was #eco#ded ea#lie# unde# scheme the#efo#e Sc e#e 7&#e co##es"onding'o#*onent 7&#e and A#ount 9in Rs.: is dis"la'ed he#e as mentioned in the #eco#ded -ecei"t .ouche#( > se#+e thatthese details of #ecei"t +ouche# a#e in the #ead onl' mode this im"lies that these details a#e not a+aila le fo# modification(;ote: > se#+e that %ro# Account Fe&d d#o" down dis"la's the %ccount =ead classification 'ou mentioned ea#lie# while#eco#ding the -ecei"t .ouche#( In this e!am"le o se#+e that the +ouche# unde# scheme /=), is lin ed with onl' one

Page 485 of 633

%ccount =ead classification 1+01 r&nts in Aid – 101 r&nts fro# 'entr&l overn#ent – T1 TFIRT 7 %' the#efo#ewe will select it(

/he#e a#e cases whe#e single scheme is lin ed to multi"le > ect =eads all inded at the -ecei"t =ead le+el( If 'ou clic the%ro# Account Fe&d d#o" down 'ou can +iew all those %ccount =ead classifications( Eou can choose to ma e #ectificationent#ies fo# each of the dis"la'ed %ccount =ead classifications(;ote: In the To section 'ou can s"ecif' the co##ect account head unde# which the +ouche# should ha+e een oo ed(

&te" 16 ;ow in the Tr&ns&ction field select Sc e#es.&te" 17 /he s'stem dis"la's the Sc e#e 7&#e d#o" down clic Sc e#e 7&#e d#o" down to +iew list of all schemes

a+aila le fo# selection(

;ote In this d#o" down onl' those schemes will e a+aila le fo# selection to which the account no( used while #eco#ding#ecei"t +ouche# is lin ed( In this e!am"le account num e# is lin ed with th#ee ,ent#al &chemes( Eou can att#i ute the#ectification ent#ies onl' to an'one of these th#ee cent#al schemes(

&te" 18 In this e!am"le we will select T irteent %in&nce 'o##ission.;ote: > se#+e the ' oose 'o#*onent section is dis"la'ed(

&te" 19 In the ' oose Sc e#e 'o#*onent section select the scheme com"onent name to which 'ou want to ma# as#ectification( In this e!am"le we will select 7 RA= AR A /ASI' RA7T 9 A/ :.;ote: /he %ccount =ead classification selected in the To section should not match with the %ccount =ead classification in the%ro# section( &ame &cheme and ,om"onent a#e allowed in To and %ro# sections as long as the %ccount =eads selectedclassification in oth sections a#e diffe#ent(

&te" 20 ,lic To Account Fe&d d#o" down to +iew a list of all %ccount =ead classifications(;ote: )#om this list 'ou can select an' classification to indicate that 'ou want to change the "#e+iousl' #eco#ded %ccount=ead classification to this cu##ent classification( %ll these %ccount =eads dis"la'ed a#e inded at the -ecei"t =ead le+el unde#



(the selected scheme(If 'ou select the same %ccount =ead classification in oth the %ro# and To sections the s'stem on clic ing S&ve willdis"la' an e##o# message L@oth X)#omY and X/oY account head classification cannot e sameM( Eou can select the same&cheme ;ame in these sections howe+e# 'ou must ensu#e that the %ccount =ead classification should e diffe#ent( /his is

ecause the "u#"ose of this +ouche# is to ma e #ectification ent#ies and du"licating the same -ecei"t .ouche# details in theGou#nal .ouche# ham"e#s the "u#"ose of #ectification(

&te" 21 )#om the To Account Fe&d d#o" down in this e!am"le we will select 00$; Interest Recei*ts 102 Inteerston =o&ns &nd Adv&nces – T1 – TFIRT 7 %'.

&te" 22 In the P&rticul&rs te!t o! s"ecif' a desc#i"tion fo# the #ectification ent#'( In this e!am"le we will t'"e rrorrectific&tion.

&te" 23 Eou can clic eithe# S&ve o# %ree6e on this +ouche#( &a+ing the +ouche# sa+es the info#mation howe+e# 'ou can

Page 486 of 633

#eo"en the +ouche# and modif' the details late#( ,lic ing )#ee*e will f#ee*e the +ouche# the#e ' "#e+enting an' fu#the#modification(

If 'ou f#ee*e o# sa+e a +ouche# fo# the fi#st time the s'stem would dis"la' a success message along with a uniCue +ouche#num e#(

In this e!am"le we will clic S&ve (

&'stem will gene#ate a message indicating that ou#nal +ouche# TF%'52010 115C51 ( &a+ed successfull'(

/his indicates the following:TF%' N Aenotes scheme unde# which this ou#nal +ouche# is #eco#ded(2010 11 Aenotes cu##ent financial 'ea#(C Aenotes +ouche# t'"e in this case it is Gou#nal .ouche#(1 Aenotes that 1st +ouche# has een gene#ated(

&te" 24 ,lic O, to close the message o!(&te" 25 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to add #ecei"t #ectification in Gou#nal .ouche# .



Page 487 of 633

23.( Addin! D*enditure Rectific&tion in Courn&l Bouc ers

&u""ose 'ou oo ed e!"enditu#e ea#lie# in a "a'ment +ouche# and now 'ou want to "e#fo#m a #ectification ent#'(

/he #ectification ent#' would e done at the e!"enditu#e side unde# same scheme o# own #esou#ce to the desi#ed accounthead classification(

?et us now lea#n how to #eco#d e!"enditu#e #ectification ent#ies in Gou#nal .ouche#s of Jilla Pancha'at(


Pre conditionsG

/he Aa' @oo must e closed fo# the date on which the +ouche# was #eco#ded against which 'ou want to ma ethe #ectification ent#' in the Gou#nal .ouche#(

!"enditu#e "a'ment +ouche# against which 'ou ha+e #eco#ded a #efund of e!cess "a'ments in the -ecei"t.ouche# will not e dis"la'ed he#e fo# #ectification(

Post conditions

>nce 'ou sa+e a ou#nal +ouche# it will e a+aila le fo# +iewing modification and deletion(

If we unf#ee*e al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#



>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(>nce the ou#nal +ouche# is sa+ed 'ou can +iew its details in Gou#nal @oo unde# #e"o#ts(

,lic 7eDt to +iew a demonst#ation on #eco#ding e!"enditu#e #ectification ent#ies in Gou#nal .ouche#s(

Page 488 of 633

23.+ Addin! D*enditure Rectific&tion ntries in Courn&l Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla Pancha'at wants to #eco#d e!"enditu#e #ectification unde# ou#nal +ouche#against the "a'ment +ouche# #eco#ded ea#lie# to #ectif' its account head classification unde# scheme /hi#teenth )inance,ommission N /=),(

&te" 1 >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and "asswo#d(&te" 2 >n the Select Role "age f#om the Role d#o" down select the #ole f#om which 'ou a#e going to #eco#d the

e!"enditu#e #ectification Gou#nal +ouche#&te" 3 In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(

&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew the menu o"tions unde# it(&te" 6 Dnde# Bouc er Tr&ns&ctions choose Courn&l Bouc er Add.;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed(;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot eleft lan .

&te" 7 ,lic the Tr&ns&ction Mode d#o" down to +iew list of t#ansactions such as Recei*t Rectific&tion D*enditureRectific&tion Adv&nce Rectific&tion Adv&nce &djust#ent O/ Adv&nce Adjust#ent and )eduction which 'ou can#eco#d unde# Gou#nal .ouche#(

&te" 8 )#om the Tr&ns&ction Mode d#o" down in this e!am"le we will select D*enditure Rectific&tion.;ote: If 'ou# entit' has not closed a da' oo e+en fo# a single da' in cu##ent financial 'ea# s'stem will th#ow an ale#tmessage as soon as 'ou will select L !"enditu#e -ectificationM f#om t#ansaction mode d#o" down stating that L>nl' those+ouche#s will e a+aila le fo# e!"enditu#e #ectification fo# which da' oo has een closed( &ince 'ou ha+e not closed theda' oo fo# an' of the da' !"enditu#e -ectification cannot e doneM(



;ote: /he Reference 7o field is o"tional to s"ecif'(;ote: In the Bouc er )&te field 'ou should ensu#e that:

/he +ouche# date should e the date afte# the last closed Aa' @oo date( @' default the Bouc er )&te field dis"la'sthe last ente#ed ou#nal +ouche# date( %nd the date should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould not e mo#e than the cu##ent date(/his date can also e selected f#om calenda# a+aila le ne!t to field(

&te" 9 In the Bouc er )&te field In this e!am"le we will t'"e 02 04 2010(%s the da' oo fo# "#e+ious date 01 04 2010has al#ead' een closed(

&te" 10 %fte# s"ecif'ing all the mandato#' details in the Bouc er to be lin4ed section clic the Se&rc lin to sea#ch fo#the +ouche# to e lin ed fo# e!"enditu#e #ectification(

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> se#+e that on clic ing Se&rc a new window with the Se&rc 'riteri& "age is dis"la'ed( >n this "age 'ou must ente#details "e#tinent to the desi#ed "a'ment .ouche# to ena le the s'stem to sea#ch fo# the s"ecific +ouche#( Eou can s"ecif' asingle a com ination o# all of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te (> se#+e that he#e %in&nci&l e&r field dis"la's 2010 2011 ' default ecause it is the set financial fo# the logged in entit'(Eou can use the Sc e#e d#o" down to sea#ch fo# a Pa'ment .ouche# ased on the scheme unde# which it was #eco#ded(/his d#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn #esou#ce(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific Pa'ment.ouche#(Eou can also sea#ch fo# an e!"enditu#e +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section(Eou can t'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can

ente# the tentati+e dates etween which the +ouche# was #eco#ded(In this e!am"le we will s"ecif' onl' the &cheme unde# which the "a'ment +ouche# was #eco#ded(&te" 11 ,lic the Sc e#e d#o" down to +iew a list of a+aila le schemes(&te" 12 )#om the Sc e#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission – TF%' (&te" 13 ,lic Se&rc to +iew the #eco#ded "a'ment +ouche#(

;ote: > se#+e that the Se&rc Result window is dis"la'ed showing onl' one #eco#ded e!"enditu#e +ouche# as a #esult ofthe sea#ch c#ite#ia ente#ed(

!"enditu#e "a'ment +ouche#s #eco#ded fo# em"lo'ees agencies #esidents ?ine de"a#tments and all eneficia#ies othe#than the P-Is fo# which 'ou ha+e #eco#ded a #efund of e!cess "a'ments in the -ecei"t .ouche# will not e dis"la'ed he#efo# #ectification( /his is ecause fo# those +ouche#s the#e is anothe# inte#lin ed ent#' e!ists( If 'ou a#e #eco#ding e!"enditu#eunde# a "a#ticula# account head the e!cess amount fo# that e!"enditu#e will e #efunded unde# the same account head onl'(>nl' those e!"enditu#e +ouche#s against which no inte#lin ed ent#ies e!ists ha+e een made a#e a+aila le fo# #ectification(

&te" 14 &elect the +ouche# 'ou want to #ectif'( In this e!am"le we will select the +ouche# TF%'52010 115P51(.



;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed again with details of the selected "a'ment +ouche# such as.ouche# num e# Aate &cheme ;ame Pa#ticula#s and %mount in -s( (;otice that two sections %ro# and To a#e dis"la'ed( /he %ro# section dis"la's the detail of the al#ead' #eco#dede!"enditu#e +ouche# (In this case the "a'ment +ouche# was #eco#ded ea#lie# unde# scheme the#efo#e Sc e#e 7&#e 'o#*onent 7&#e and A#ount 9in Rs.: will a""ea# as mentioned in the e!"enditu#e "a'ment +ouche# while #eco#ding it(> se#+e that these details of "a'ment +ouche# a#e in the #ead onl' mode this im"lies that these details a#e not a+aila le fo#modification(;ote: In the %ro# section a single +ouche# can e lin ed with multi"le %ccount =eads( Eou can select one o# anothe#account head classification f#om the %ro# Account Fe&d d#o" down to #ectif' the ent#'( In this case howe+e# the selectede!"enditu#e +ouche# is lin ed onl' with one %ccount =ead classification so onl' one %ccount =ead is dis"la'ed he#e fo#selection(

Page 490 of 633

&te" 15 In this e!am"le we will select 20(> M&inten&nce of 'o##unit" Assets 101 M&inten&nce &nd Re*&irs2+ M&inten&nce.

;ote: In the To section 'ou can s"ecif' the co##ect account head unde# which the +ouche# should ha+e een oo ed(&te" 16 In the Tr&ns&ction field select Sc e#es.&te" 17 ,lic the Sc e#e 7&#e d#o" down list to +iew a list of a+aila le schemes(

;ote: In this d#o" down onl' those schemes will e a+aila le fo# selection to which the account no( used while #eco#ding"a'ment +ouche# is lin ed(

&te" 18 )#om the Sc e#e 7&#e d#o" down in this e!am"le we will select T irteent %in&nce 'o##ission.&te" 19 In the ' oose Sc e#e 'o#*onent section select the scheme com"onents against which 'ou want to #eco#d the

e!"enditu#e #ectification ent#ies( In this e!am"le we will select 7 RA= AR A P R%ORMA7' RA7T 9 AP :.

;ote: /he %ccount =ead classification selected in the To section should not match with the %ccount =ead classification in the%ro# section( &ame &cheme and ,om"onent a#e allowed in To and %ro# sections as long as the %ccount =eads selectedclassification in oth sections a#e diffe#ent(;ote: In the To section the s'stem dis"la's all %ccount =ead classifications which a#e inded at the e!"enditu#e head le+elunde# the selected scheme(

&te" 20 )#om the To Account Fe&d d#o" down in this e!am"le we will select 20(> M&inten&nce of 'o##unit"Assets 103 =e&se ' &r!es 02 E&!es.

&te" 21 In the P&rticul&rs te!t o! s"ecif' a desc#i"tion fo# the e!"enditu#e #ectification ent#'( In this e!am"le we willt'"e D*enditure rectific&tion for t e 13t %'.

&te" 22 Eou can eithe# S&ve o# %ree6e this +ouche#( S&vin! the +ouche# sa+es the info#mation and allows fo# fu#the#modification( %ree6in! the +ouche# sa+es the info#mation and "#e+ents it f#om an' modification(/he fi#st time 'ou f#ee*e o# sa+e a +ouche# the s'stem dis"la's a success message along with a gene#ated +ouche# num e#(In this e!am"le we will clic %ree6e to f#ee*e this e!"enditu#e #ectification ent#'(



;ote: % message stating the Bouc er 7u#berG TF%'52010 115C53 free6ed successfull" is dis"la'ed(/his indicates the following:

TF%' N Aenotes scheme unde# which this ou#nal +ouche# is #eco#ded(2010 11 Aenotes cu##ent financial 'ea#(C Aenotes +ouche# t'"e in this case it is Gou#nal .ouche#(3 Aenotes that 3#d +ouche# has een gene#ated(

&te" 23 ,lic O, to close the message o!(&te" 24 ,lic 'lose to close the Add Courn&l Bouc er "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to #eco#d !"enditu#e -ectification in Gou#nal .ouche# .

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23.8 Addin! Adv&nce Rectific&tion in Courn&l Bouc ers

&u""ose 'ou ha+e #eco#ded an ad+ance "a'ment ea#lie# in a "a'ment +ouche# and now 'ou want to "e#fo#m a #ectificationent#'(/he #ectification ent#' would e done at the e!"enditu#e side unde# same scheme o# own #esou#ce to desi#ed account headclassification(

?et us now lea#n how to #eco#d ad+ance #ectification ent#ies in Gou#nal .ouche#s(


Pre conditionsG/he Aa' @oo must e closed fo# the date on which the +ouche# was #eco#ded against which 'ou want to ma ethe #ectification ent#' in the Gou#nal .ouche#(

Post conditions>nce 'ou sa+e a ou#nal +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(>nce the ou#nal +ouche# is sa+ed 'ou can +iew its details in Gou#nal @oo unde# #e"o#ts(

,lic 7eDt to +iew a demonst#ation on #eco#ding ad+ance #ectification ent#ies in Gou#nal .ouche#s(



Page 492 of 633

23.; Addin! Adv&nce Rectific&tion ntries in Courn&l Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla Pancha'at wants to #eco#d ad+ance #ectification unde# ou#nal +ouche# againstthe ad+ance "a'ment +ouche# #eco#ded ea#lie# to #ectif' its account head classification unde# scheme /hi#teenth )inance,ommission N /=),(

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew the menu o"tions unde# this item(&te" 2 Dnde# Bouc er Tr&ns&ctions choose Gou#nal Bouc er Add.

;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (

&te" 3 ,lic the Tr&ns&ction Mode d#o" down to +iew a list of t#ansactions(&te" 4 )#om the Tr&ns&ction Mode d#o" down select the #eCui#ed t#ansaction( In this e!am"le we will select Adv&nceRectific&tion.;ote: If 'ou# entit' has not closed a da' oo e+en fo# a single da' in cu##ent financial 'ea# s'stem will th#ow an ale#tmessage as soon as 'ou will select L%d+ance -ectificationM f#om t#ansaction mode d#o" down stating that L>nl' those+ouche#s will e a+aila le fo# ad+ance #ectification fo# which da' oo has een closed( &ince 'ou ha+e not closed the da'

oo fo# an' of the da' %d+ance -ectification cannot e doneM(;ote: /he Reference 7o field is o"tional to s"ecif'(

&te" 5 ;ote : In the Bouc er )&te field 'ou should ensu#e that:/he +ouche# date should e the date afte# the last closed Aa' @oo date( @' default the Bouc er )&te field dis"la'sthe last ente#ed ou#nal +ouche# date( %nd the date should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould not e mo#e than the cu##ent date(/hi d l l d f# l d # il l ! fi ld(



/his date can also e selected f#om calenda# a+aila le ne!t to field(&te" 5 In the Bouc er )&te field In this e!am"le we will t'"e 0350$52010 (&te" 6 %fte# s"ecif'ing all the mandato#' details in the Bouc er to be lin4ed section clic the Se&rc lin to sea#ch fo#

the ad+ance "a'ment +ouche# to e lin ed fo# #ectification(> se#+e that on clic ing Se&rc a new window with the Se&rc 'riteri& "age is dis"la'ed( >n this "age 'ou must ente#details "e#tinent to the desi#ed ad+ance "a'ment .ouche# to ena le the s'stem to sea#ch fo# the s"ecific +ouche#( Eou cans"ecif' a single a com ination o# all of the sea#ch c#ite#ia( /hese sea#ch c#ite#ia include Sc e#e Bouc er 7o and Bouc er )&te (> se#+e that he#e %in&nci&l e&r field dis"la's 2010 2011 ' default ecause it is the set financial fo# the logged in entit'(Eou can use the Sc e#e d#o" down to sea#ch fo# a Pa'ment .ouche# ased on the scheme unde# which it was #eco#ded(/his d#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn #esou#ce(

Page 493 of 633

Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific %d+ancePa'ment .ouche#(Eou can also sea#ch fo# an ad+ance "a'ment +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou can t'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche#'ou can ente# the tentati+e dates etween which the +ouche# was #eco#ded(In this e!am"le we will s"ecif' onl' the Sc e#e unde# which the ad+ance "a'ment +ouche# was #eco#ded(

&te" 7 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(&te" 8 )#om the Sc e#e d#o" down in this e!am"le we will select T irteent %in&nce 'o##ission – TF%' (&te" 9 ,lic Se&rc to +iew the #eco#ded ad+ance "a'ment +ouche#(

;ote: > se#+e that the Se&rc Result window is dis"la'ed showing all the #eco#ded ad+ance "a'ment +ouche#s as a #esult

of the sea#ch c#ite#ia ente#ed(%ll ad+ance "a'ment +ouche#s unde# scheme T irteent %in&nce 'o##ission – TF%' fo# which the Aa' @oo has eenclosed a#e dis"la'ed in the Se&rc Result window( %n' one of these +ouche#s can e selected fo# #ectification(

&te" 10 &elect the +ouche# 'ou want to #ectif'( In this e!am"le we will select the +ouche# TF%'52010 115P5>;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed again with details of the selected ad+ance "a'ment +ouche#such as .ouche# num e# Aate &cheme ;ame Pa#ticula#s and %mount in -s( (;otice that two sections %ro# and To a#e dis"la'ed( /he %ro# section dis"la's the detail of the al#ead' #eco#ded "a'ment+ouche#( In this case the ad+ance "a'ment +ouche# was #eco#ded ea#lie# unde# scheme the#efo#e Sc e#e 7&#e 'o#*onent 7&#e and A#ount 9in Rs.: will a""ea# as mentioned in the +ouche# while #eco#ding it( > se#+e that thesedetails of ad+ance "a'ment +ouche# a#e in the #ead onl' mode this im"lies that these details a#e not a+aila le fo#modification(;ote: In the To section 'ou can s"ecif' co##ect account head unde# which the +ouche# should ha+e een oo ed(

&te" 11 In the Tr&ns&ction section select Sc e#es.l h d d l f h l l f l (



&te" 12 ,lic the Sc e#e 7&#e d#o" down to +iew a list of schemes a+aila le fo# selection(&te" 13 )#om the Sc e#e 7&#e d#o" down in this e!am"le we will select T irteent %in&nce 'o##ission.&te" 14 In the ' oose Sc e#e 'o#*onent section select the scheme com"onents against which 'ou want to #eco#d the

ad+ance #ectification ent#'( In this e!am"le we will select 7 RA= AR A P R%ORMA7' RA7T 9 AP :. ;ote: /he %ccount =ead classification selected in the To section should not match with the %ccount =ead classification inthe %ro# section( &ame &cheme and ,om"onent a#e allowed in To and %ro# sections as long as the %ccount =eadsselected classification in oth sections a#e diffe#ent(;ote: >nce 'ou select the scheme com"onents in the To section the s'stem auto "o"ulates the account head classificationin the %ro# Account Fe&d d#o" down( > se#+e that in this e!am"le the account head classification ;((0 'ivil Adv&nces– 102 Adv&nces to A!encies for Eor4s &nd Su**lies – 28 Adv&nce is selected f#om the %ro# Account Fe&d d#o"down(

Page 494 of 633

;ote: In the To section the s'stem dis"la's all %d+ance %ccount =ead classifications which a#e inded at the #ecei"t headle+el unde# the selected scheme(

&te" 15 ,lic the To Account Fe&d d#o" down to +iew a list of account head classifications(&te" 16 )#om the To Account Fe&d d#o" down select an account head co##es"onding to which 'ou wish to #ectif' the

#eco#ded ad+ance "a'ment( In this e!am"le we will select ;((0 'ivil Adv&nces 101 Adv&nces to PRI %unction&riesfor Eor4s &nd Su**lies 28 Adv&nce

&te" 17 In the P&rticul&rs te!t o! s"ecif' a desc#i"tion fo# the ad+ance #ectification ent#'( In this e!am"le we will t'"eAdv&nce rectific&tion entr".

&te" 18 Eou can eithe# S&ve o# %ree6e this +ouche#( S&vin! the +ouche# sa+es the info#mation and allows fo# fu#the#modification(

%ree6in! the +ouche# sa+es the info#mation and "#e+ents it f#om an' modification(/he fi#st time 'ou f#ee*e o# sa+e a +ouche# the s'stem dis"la's a success message along with a gene#ated +ouche# num e#(In this e!am"le we will clic S&ve to sa+e this ad+ance #ectification ent#'(;ote: % message stating the Bouc er 7u#berG TF%'52010 115C52 s&ved successfull" is dis"la'ed(/his indicates the following:

TF%' Aenotes scheme unde# which Gou#nal .ouche# is #eco#ded(2010 2011 Aenotes cu##ent )inancial Eea#(C – Aenotes +ouche# t'"e in this case it is ou#nal +ouche#(2 – Aenotes that 2nd +ouche# has een gene#ated(


,ong#atulationsK Eou ha+e now lea#nt to #eco#d %d+ance -ectification in Gou#nal .ouche# .



Page 495 of 633

23.> Addin! Adv&nce Adjust#ent ntries in Courn&l Bouc ers

%d+ance %d ustments a#e done against ad+ance "a'ment +ouche#s al#ead' #eco#ded in the s'stem against which com"letead ustment ent#' has not een done(

&u""ose 'ou# accounting entit' "aid some ad+ance to anothe# entit' and 'ou #eco#ded an ad+ance "a'ment +ouche# fo# thesame( Eou now want to #eco#d an ad+ance ad ustment +ouche# fo# this "a'ment +ouche# in ou#nal +ouche#(

?et us now lea#n how to #eco#d ad+ance ad ustment in Gou#nal .ouche#s(


Pre conditionsG%d+ance %d ustments can e done onl' against those ad+ance "a'ments fo# which com"lete ad ustment ent#' hasnot een done(

Post conditionsG>nce 'ou sa+e a ou#nal +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(>nce the ou#nal +ouche# is sa+ed 'ou can +iew its details in Gou#nal @oo unde# #e"o#ts(

If an ad+anced "a'ment has een ad usted com"letel' then that ad+ance "a'ment +ouche# will not e dis"la'edagain fo# #eco#ding fu#the# ad ustments( =owe+e# If "a#tial amount has een ad usted in a +ouche# then the alance



g g (amount can still e ad usted using anothe# +ouche#(

,lic 7eDt to +iew a demonst#ation on adding ad+ance ad ustment in Gou#nal .ouche#s(

Page 496 of 633



Eou can use the Sc e#e d#o" down to sea#ch fo# a Pa'ment .ouche# ased on the scheme unde# which it was #eco#ded(/his d#o" down dis"la's list of all cent#al and state s"onso#ed schemes togethe# with >wn #esou#ce(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific %d+ancePa'ment .ouche#(Eou can also sea#ch fo# an ad+ance +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eoucan t'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente#the tentati+e dates etween which the +ouche# was #eco#ded(In this e!am"le we will s"ecif' onl' the &cheme unde# which the "a'ment +ouche# was #eco#ded(

&te" 8 ,lic the Sc e#e d#o" down to +iew a list a+aila le fo# selection(&te" 9 )#om the Sc e#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission – TF%' (

&te" 10 ,lic Se&rc to +iew the #eco#ded "a'ment +ouche#(;ote: > se#+e that the Se&rc Result window is dis"la'ed with a list of ad+ance "a'ment +ouche#s(;ote: /he ad+ance "a'ment +ouche# against which the#e is no ad ustment ent#' #eco#ded in will e dis"la'ed he#e(

&te" 11 &elect a +ouche# f#om the list dis"la'ed( In this e!am"le we will select TF%'52010 115P51$.;ote: %fte# 'ou select a +ouche# f#om the list the s'stem dis"la's the eneficia#ies to whom ad+ances ha+e een gi+en andthe ad+ance amount needs to e ad usted( In this e!am"le we ha+e gi+en ad+ance onl' to one em"lo'ee whose name isdis"la'ed( %d+ances can also e gi+en to multi"le em"lo'ees( In such a scena#io all the em"lo'ee names will e dis"la'edhe#e fo# the ad ustment t#ansaction(

&te" 12 &elect the eneficia#' against whom 'ou want to ad ust the amount( In this e!am"le we will select the chec o!against AR 7A , MAR ASAF .

&te" 13 > se#+e that when 'ou select the chec o! the A#ount Adjusted field gets ena led( /'"e the amount 'ouwant to ad ust against the selected eneficia#' In this e!am"le we will t'"e 2000.;ote: Eou can #eco#d oth "a#tial as well as full ad ustments( )o# instance out of -s( 2000 we ma' ad ust -s(1000 against aselected eneficia#' and the alance of s(1000 ma' still e a+aila le fo# ad ustment( In this e!am"le we a#e ad usting the



selected eneficia# and the alance of -s(1000 ma still e a+aila le fo# ad ustment( In this e !am le we a#e ad usting theenti#e amount of -s(2000(

&te" 14 ,lic Sub#it.;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed again( In the %ro# section the details of the selected+ouche# such as the t'"e of t#ansaction whethe# Sc e#es o# Own Resources Sc e#e 7&#e and 'o#*onent 7&#e as mentioned while #eco#ding the %d+ance "a'ment +ouche# a#e dis"la'ed(;ote: % single +ouche# can e lin ed with multi"le %ccount =eads( Eou can select anothe# account head f#om the %ro#Account Fe&d d#o" down to ad ust the ent#'( In this case howe+e# the selected ad+ance "a'ment +ouche# is lin ed onl'with one %ccount =ead classification and so onl' one %ccount =ead is dis"la'ed he#e fo# selection(

&te" 15 )#om the %ro# Account Fe&d d#o" down In this e!am"le we will select ;((0 'ivil Adv&nces 101Adv&nces to PRI %unction&ries for Eor4s &nd Su**lies 28 Adv&nce.

Page 498 of 633

;ote: In the To section 'ou can s"ecif' co##ect account head unde# which the +ouche# should ha+e een oo ed(&te" 16 In the Tr&ns&ction section select Sc e#es.&te" 17 ,lic the Sc e#e 7&#e d#o" down list to +iew a list of a+aila le schemes(&te" 18 )#om the Sc e#e 7&#e d#o" down In this e!am"le we will select T irteent %in&nce 'o##ission.&te" 19 In the ' oose Sc e#e 'o#*onent section select the scheme com"onents against which 'ou want to #eco#d the

ad ustment amount( In this e!am"le we will select 7 RA= AR A /ASI' RA7T 9 AP :.;ote: % message stating that Adjust#ent c&n be done onl" under t e s&#e Sc e#e 'o#*onent is dis"la'ed( /hismessage is dis"la'ed ecause the com"onent name selected in the %ro# and To sections a#e diffe#ent( /he schemecom"onents selected in oth the sections should e the same to ena le ad ustment( %d ustments can onl' e #eco#dedagainst the com"onent unde# which the ad+ance "a'ment was #eco#ded(

&te" 20 ,lic O, to close the message o!(&te" 21 In the ' oose Sc e#e 'o#*onent section select SP 'IA= AR A /ASI' RA7T 9SA/ : to select the samecom"onent that is selected in the %ro# section(;ote: In the To section the s'stem dis"la's all %ccount =ead classifications which a#e c#eated on the e!"enditu#e side of theselected scheme and com"onent(

&te" 22 )#om the To Account Fe&d d#o" down( In this e!am"le we will select 20(> M&inten&nce of 'o##unit"Assets 103 =e&se ' &r!es 02 E&!es.

&te" 23 In the P&rticul&rs te!t o! s"ecif' a desc#i"tion fo# the ad ustment ent#'( In this e!am"le we will t'"e Adv&nceAdjust#ent under TF%'.;ote: Eou can eithe# S&ve o# %ree6e this +ouche#(S&vin! the +ouche# sa+es the info#mation and allows fo# fu#the# modification( %ree6in! the +ouche# sa+es the info#mationand "#e+ents it f#om an' modification(/he fi#st time 'ou f#ee*e o# sa+e a +ouche# the s'stem dis"la's a success message along with a gene#ated +ouche# num e#(In this e!am"le we will clic %ree6e to f#ee*e this e!"enditu#e #ectification ent#'(



In this e!am le we will clic %ree6e to f#ee e this e! enditu#e #ectification ent# (&te" 24 ,lic %ree6e to f#ee*e the +ouche#(

;ote: % message stating the Bouc er 7u#berG TF%'52010 115C5$ free6ed successfull" is dis"la'ed(/his indicates the following:

TF%' Aenotes scheme unde# which Gou#nal .ouche# is #eco#ded(2010 2011 Aenotes cu##ent )inancial Eea#(C – Aenotes +ouche# t'"e in this case it is ou#nal +ouche#($– Aenotes that 4 th +ouche# has een gene#ated(


,ong#atulationsK Eou ha+e now lea#nt to #eco#d %d+ance %d ustment in Gou#nal .ouche#s(

Page 499 of 633



Page 500 of 633

23.11 Addin! O*enin! /&l&nce Adv&nce Adjust#ent in Courn&l Bouc ers

>"ening alance >@ %d+ance %d ustments a#e #eco#ded against ad+ance "#o+ided to eneficia#ies such as em"lo'eeagenc' o# P-I s th#ough o"ening alance o"tion unde# maste# ent#' unde# "a#ticula# scheme and its com"onent(

?et us now lea#n how to #eco#d >"ening @alance ad+ance ad ustment in Gou#nal .ouche#(


Pre conditionsG%d+ance %d ustments can e done onl' against those ad+ance "a'ment "#o+ided to eneficia#ies such as em"lo'eeagenc' o# P-I s th#ough o"ening alance o"tion unde# maste# ent#' unde# "a#ticula# scheme and its com"onent(

Post conditions>nce 'ou sa+e a ou#nal +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(>nce the ou#nal +ouche# is sa+ed 'ou can +iew its details in Gou#nal @oo unde# #e"o#ts(

,lic 7eDt to +iew a demonst#ation on #eco#ding >"ening @alance ad+ance ad ustment ent#ies in Gou#nal .ouche#s(



Page 501 of 633

23.12 Addin! O*enin! /&l&nce Adv&nce Adjust#ent in Courn&l Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla Pancha'at wants to #eco#d >"ening @alance %d+ance %d ustment unde# ou#nal+ouche# against the ad+ance "#o+ided to em"lo'ee unde# scheme $ ;ational -u#al m"lo'ment ua#antee %ct $ ;- %(

&te" 1 ;ote nsu#e that 'ou a#e logged into the P-I%&oft a""lication as a @ill& P&nc &"&t Ad#inistr&tor. In thise!am"le we will log in as the @ill& P&nc &"&t Ad#inistr&tor fo# the %;D D? Jilla Pancha'at(

&te" 2 >n the P-I%&oft main menu "age M&ster ntr" O*enin! /&l&nce ntr" Add5Modif"5%ree6e.;ote: /he O*enin! /&l&nce ntr" "age is dis"la'ed( @efo#e ma ing ad ustments against an' scheme com"onent we willshow that we ha+e "#o+ided ad+ance unde# that "a#ticula# scheme( )o# e!am"le o se#+e that unde# scheme M 7&tion&lRur&l #*lo"#ent u&r&ntee Act we ha+e gi+en an ad+ance of -s( 33(00.

&te" 3 ,lic 'lose to close the O*enin! /&l&nce ntr" "age and #etu#n to the P-I%&oft main menu "age(&te" 4 ;ow clic Tr&ns&ction to +iew the menu o"tions unde# this item(&te" 5 Dnde# Bouc er Tr&ns&ctions choose Courn&l Bouc er Add.

;ote: /he Add Courn&l Bouc er "age is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 6 ,lic the Tr&ns&ction Mode d#o" down to +iew the t#ansactions a+aila le(&te" 7 )#om the Tr&ns&ction Mode d#o" down In this e!am"le we will select O/ Adv&nce Adjust#ent.

;ote: /he Reference 7o field is o"tional to s"ecif'(&te" 8 ;ote : In the Bouc er )&te field 'ou should ensu#e that:

/he +ouche# date should e the date afte# the last closed Aa' @oo date( @' default the Bouc er )&te field dis"la'sthe last ente#ed ou#nal +ouche# date( %nd the date should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould not e mo#e than the cu##ent date(



should not e mo#e than the cu##ent date(/his date can also e selected f#om calenda# a+aila le ne!t to field(

&te" 8 In the Bouc er )&te field In this e!am"le o se#+e that 0150;52010 is dis"la'ed (We will use this as the+ouche# date(

&te" 9 %fte# s"ecif'ing all the mandato#' details in the Bouc er to be lin4ed section clic the Se&rc lin to sea#ch fo#the details of al#ead' "#o+ided ad+ances unde# "a#ticula# scheme com"onent fo# >@ %d ustment(>n Se&rc 'riteri& "age 'ou must ente# details "e#tinent to the ad+ance "#o+ided ea#lie# to ena le the s'stem to sea#ch fo#the s"ecific details(> se#+e that he#e %in&nci&l e&r field dis"la's 2010 2011 ' default ecause it is the set financial fo# the logged in entit'(Eou can use the Sc e#e d#o" down to sea#ch fo# ad+ance "#o+ided unde# it( /his d#o" down dis"la's list of all cent#al andstate s"onso#ed schemes togethe# with >wn #esou#ce(

Page 502 of 633

%fte# selecting scheme 'ou ha+e to select com"onent unde# which ad+ance was "#o+ided(&te" 10 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(&te" 11 )#om the Sc e#e d#o" down In this e!am"le we will select M 7&tion&l Rur&l #*lo"#ent u&r&ntee Act

M 7R A.&te" 12 ,lic Se&rc to +iew the #eco#ded details fo# ad+ance "#o+ided unde# scheme M 7&tion&l Rur&l #*lo"#entu&r&ntee Act M 7R A (

;ote: > se#+e that the Se&rc Result window is dis"la'ed showing the #eco#ded details fo# ad+ance "#o+ided unde#selected scheme as a #esult of the &ea#ch c#ite#ia ente#ed( It dis"la's details such as Adv&nce !iven toSc e#e5'o#*onent P&rticul&rs Adv&nce iven and A#ount Adjusted.=e#e unde# the scheme $ ;ational -u#al m"lo'ment ua#antee %ct o se#+e that the ad+ance is gi+en to an em"lo'eeA=O, MISFRA as well as the ASSISTA7T R ISTRAR O% 'O OP RATIB SO'I T 9AR'S:.;ote: Eou can ad ust the amount in the A#ount Adjusted section( In this e!am"le we will ad ust the amount gi+en toA=O, MISFRA.

&te" 13 Dnde# Adv&nce !iven to section clic on #adio utton against A=O, MISFRA to acti+ate the field fo# amountad ustment( /he amount dis"la'ed in the Adv&nce iven field is -s( 2200.

&te" 14 =e#e we will ad ust amount of -s(500 against %?>H $I&=-%( In the A#ount Adjusted field t'"e (00.&te" 15 ,lic Sub#it.

;ote: In the %ro# section all details of the ad+ance "a'ment a#e dis"la'ed( /he ad usted amount of -s(500 is dis"la'ed inthe A#ount 9in Rs.: field( > se#+e that all details he#e a#e dis"la'ed he#e in #ead onl' mode so it cannot e edited(;ote: In the %ro# Account Fe&d d#o" down o se#+e that the %ccount head ;((0 'ivil Adv&nces 101 Adv&nces toPRI %unction&ries for Eor4s &nd Su**lies A2 7R S is dis"la'ed(;ote: =e#e %ro# section dis"la's all %ccount =ead ,lassifications which a#e c#eated on the #ecei"t side of the selectedscheme and com"onent and To section dis"la's all %ccount =ead classifications which a#e c#eated on the e!"enditu#e side ofthe selected scheme and com"onent



&te" 16 ;ow in the Tr&ns&ction section select Sc e#es.&te" 17 ,lic the Sc e#e 7&#e d#o" down list to +iew a list of a+aila le schemes(&te" 18 )#om the Sc e#e 7&#e d#o" down In this e!am"le we will select the M 7&tion&l Rur&l #*lo"#entu&r&ntee Act.&te" 19 In the ' oose Sc e#e 'o#*onent In this e!am"le we will select Ad#inistr&tive D*enses.

;ote: &elect the %ccount =ead classification to which this amount of -s(500 is going to e ad usted(&te" 20 ,lic the To Account Fe&d d#o" down to +iew a list of account head classifications(&te" 21 )#om the To Account Fe&d d#o" down In this e!am"le we will select 2202 duc&tion 10$ 7on for#&lduc&tion 12 Ad#inistr&tive D*enses.&te" 22 In the P&rticul&rs te!t o! s"ecif' a desc#i"tion fo# the >@ ad ustment ent#'( In this e!am"le we will t'"e Ob

Page 503 of 633

&dv&nce &djust#ent.&te" 23 Eou can eithe# S&ve o# %ree6e this +ouche#( S&vin! the +ouche# sa+es the info#mation and allows fo# fu#the#

modification( %ree6in! the +ouche# sa+es the info#mation and "#e+ents it f#om an' modification( /he fi#st time 'ou f#ee*e o#sa+e a +ouche# the s'stem dis"la's a success message along with a gene#ated +ouche# num e#( In this e!am"le we willclic S&ve to sa+e this >@ ad ustment ent#'(;ote: % message stating the Bouc er 7u#berG M 7R A52010 115C5$ s&ved successfull" is dis"la'ed(/his indicates the following:

M 7R A Aenotes scheme unde# which Gou#nal .ouche# was #eco#ded(2010 2011 Aenotes cu##ent )inancial Eea#(C – Aenotes +ouche# t'"e in this case it is ou#nal +ouche#($– Aenotes that the 4 th +ouche# has een gene#ated(


,ong#atulationsK Eou ha+e now lea#nt to #eco#d >@ %d+ance %d ustment in Gou#nal .ouche#(



Page 504 of 633

23.13 Addin! )eduction in Courn&l Bouc ers

Aeductions ma' e fo# ta!es .%/ etc(

/he deduction would e done at the e!"enditu#e side unde# same scheme o# own #esou#ce to desi#ed account headclassification(

?et us now lea#n how to #eco#d deduction in Gou#nal .ouche#(

Eou can lea#n mo#e a out this acti+it' ' +iewing the info#mation shown on 'ou# sc#een((

Pre conditionsG%ll maste# ent#ies should e #eco#ded and ma""ed i(e( o ect heads unde# which deduction ent#' needs to#eco#ded should e c#eated and ma""ed to e!"enditu#e and #ecei"t heads unde# selected scheme andcom"onent(

Post conditionsG>nce 'ou sa+e a ou#nal +ouche# it will e a+aila le fo# +iewing modification and deletion(If we unf#ee*e al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end in data ase(>nce the da' oo is closed fo# date on which ou#nal +ouche# was #eco#ded it will not e a+aila le fo# fu#the#unf#ee*ing and deletion(>nce the ou#nal +ouche# is sa+ed 'ou can +iew its details in Gou#nal @oo unde# #e"o#ts(

,lic 7eDt to +iew a demonst#ation on #eco#ding deduction in Gou#nal .ouche#s(



Page 505 of 633

23.1$ Addin! )eduction in Courn&l Bouc ers )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla Pancha'at wants to #eco#d deduction in ou#nal +ouche# unde# scheme/hi#teenth )inance ,ommission N /=), and com"onent ; -%? %- % @%&I, -%;/(

&te" 1 nsu#e that 'ou a#e logged in as a Jilla Pancha'at %dminist#ato#( In this e!am"le we will log in as a Jilla Pancha'at%dminist#ato# fo# the %;D D? Jilla Pancha'at(

&te" 2 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 3 Dnde# Bouc er Tr&ns&ctions choose Courn&l Bouc er Add.

;ote: > se#+e that the Add Courn&l Bouc er "age is dis"la'ed(;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left

lan (&te" 4 ,lic the Tr&ns&ction Mode d#o" down to +iew a list of t#ansactions(&te" 5 )#om the Tr&ns&ction Mode d#o" down select the #eCui#ed t#ansaction( In this e!am"le we will select

)eduction.;ote: If 'ou# entit' has not closed a da' oo e+en fo# a single da' in cu##ent financial 'ea# s'stem will th#ow an ale#tmessage as soon as 'ou will select LAeductionM f#om t#ansaction mode d#o" down stating that L>nl' those +ouche#s will ea+aila le fo# deduction fo# which da' oo has een closed( &ince 'ou ha+e not closed the da' oo fo# an' of the da'Aeduction cannot e doneM(;ote: /he Reference 7o field is o"tional to s"ecif'(;ote: In the Bouc er )&te field 'ou should ensu#e that:

/he +ouche# date should e the date afte# the last closed Aa' @oo date( @' default the Bouc er )&te field dis"la'sthe last ente#ed ou#nal +ouche# date( %nd the date should e in AA $$ EEEE fo#mat(Eou must also ensu#e that the selected +ouche# date co##es"onds to the 'ea# fo# which 'ou a#e oo ing +ouche# andshould not e mo#e than the cu##ent date(



/his date can also e selected f#om calenda# a+aila le ne!t to field(&te" 6 In this e!am"le o se#+e that 0350$52010 is dis"la'ed as the +ouche# date( We will use this as the +ouche# date(&te" 7 : In the %ro# section unde# Tr&ns&ction select the #eCui#ed o"tion whethe# Sc e#es o# Own Resources fo#

which 'ou want to #eco#d deductions( In this e!am"le we will select Sc e#es.&te" 8 ,lic the Sc e#e 7&#e d#o" down to +iew a list of schemes ma""ed to 'ou# accounting entit'(&te" 9 )#om the Sc e#e 7&#e d#o" down select a scheme( In this e!am"le we will select T irteent %in&nce

'o##ission TF%'.;ote: /he &chemes ound to 'ou# accounting entit' will e dis"la'ed in the Sc e#e 7&#e d#o" down( @ased on thescheme 'ou select the s'stem dis"la's the scheme com"onents( /he com"onents inded at the e!"enditu#e head le+el will

onl' e dis"la'ed fo# selection(

Page 506 of 633

&te" 10 In the A#ount 9in Rs.: field t'"e the amount 'ou want to deduct f#om the %ccount =ead( In this e!am"le wewill t'"e 20000(;ote: In the ' oose Sc e#e 'o#*onent section select the scheme com"onents against which 'ou want to #eco#ddeductions In this e!am"le unde# T irteent %in&nce 'o##ission we will select 7 RA= AR A /ASI' RA7T.;ote: Aeductions a#e "a'ments that a#e deducted f#om the e!"enditu#e account heads i(e( %ccount =ead ,lassificationha+ing o ect head inded at the e!"enditu#e head le+el unde# the selected scheme and com"onents and de"osited into the-ecei"t account heads i(e( %ccount =ead ,lassification ha+ing o ect head inded at the #ecei"t head le+el unde# theselected scheme and com"onents (;ote: Aeductions can e made onl' at the o ect head le+el( /he#efo#e if the#e a#e no o ect heads c#eated unde# thecom"onents the s'stem dis"la's an ale#t message stating that the#e a#e no o ect heads c#eated unde# the selected schemeand com"onent

&te" 11 ,lic the %ro# Account Fe&d d#o" down to +iew a list of account head classifications(&te" 12 )#om the %ro# Account Fe&d d#o" down select the o ect head f#om which 'ou want to deduct the amount( In

this e!am"le we will select 221( E&ter Su**l" &nd S&nit&tion 103 Sewer&!e &nd S&nit&tion 0> Rent R&tes &ndT&Des.

&te" 13 ,lic the To Account Fe&d d#o" down to +iew a list of account head classifications(&te" 14 In this e!am"le we will select ;+(; Sus*ense Account 101 T&D )eduction &t source Sus*ense T$ BAT.

;ote: /o #eco#d deductions unde# multi"le account heads we can select anothe# %ccount =ead classification using the Add lin ( Eou can use the Re#ove lin to #emo+e an' additional %ccount =ead fields(

&te" 15 In the P&rticul&rs te!t o! s"ecif' a desc#i"tion fo# the deduction( In this e!am"le we will t'"e T&D deductionsunder TF%'.

&te" 16 Eou can eithe# S&ve o# %ree6e this +ouche#( S&vin! the +ouche# sa+es the info#mation and allows fo# fu#the#modification( %ree6in! the +ouche# sa+es the info#mation and "#e+ents it f#om an' modification(/he fi#st time 'ou f#ee*e o# sa+e a +ouche# the s'stem dis"la's a success message along with a gene#ated +ouche# num e#(



In this e!am"le we will clic %ree6e to f#ee*e this +ouche#(;ote: % message stating the Bouc er 7u#berG TF%'52010 115C5( free6ed successfull" is dis"la'ed(/his indicates the following:

TF%' Aenotes scheme unde# which Gou#nal .ouche# was #eco#ded(2010 2011 Aenotes cu##ent )inancial Eea#(C – Aenotes +ouche# t'"e in this case it is ou#nal +ouche#((– Aenotes that 5 th +ouche# has een gene#ated(

;ote to audio a#tist: Aon t #ead the slashes as So# &te" 17 ,lic O, to close the message o!(

&te" 18 ,lic 'lose to close the Add Courn&l Bouc er "age and #etu#n to the P-I%&oft main menu "age(

Page 507 of 633

,ong#atulationsK Eou ha+e now lea#nt to #eco#d Aeduction in Gou#nal .ouche#(



Page 508 of 633

23.1( Modif"in! Courn&l Bouc ersWe ha+e lea#nt how to add a Gou#nal .ouche# using P-I%&oft(

While c#eating these +ouche#s 'ou ma' ha+e ente#ed inco##ect data such as w#ong amount info#mation %ccount =eadinfo#mation and so on( Eou can modif' these details th#ough $odif' o"tion unde# Gou#nal +ouche#(

We will now lea#n how to modif' a Gou#nal .ouche# in P-I%&oft(


Pre conditions/o modif' a Gou#nal .ouche# 'ou must ensu#e that the same has een c#eated and sa+ed in the s'stem(Eou can modif' +ouche# if the Aa' @oo fo# the co##es"onding +ouche# date has not een closed(

Post conditions>nce 'ou modif' a Gou#nal .ouche# and sa+e it will e a+aila le fo# fu#the# modifications f#ee*ing and deletion(

,lic 7eDt to +iew a demonst#ation on modif'ing Gou#nal .ouche#s(



Page 509 of 633

23.1+ Modif"in! & Courn&l Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew a list of +a#ious t#ansactions 'ou can "e#fo#m on

P-I%&oft(&te" 2 Dnde# Bouc er Tr&ns&ctions clic Courn&l Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# it(

> se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew Gou#nal .ouche#s(&te" 3 &elect Modif" to modif' a Gou#nal .ouche#(&te" 3 ;ote /he Modif" Courn&l Bouc er fo#m is dis"la'ed(

> se#+e that on this "age 'ou must ente# details "e#tinent to the desi#ed ou#nal .ouche# to ena le the s'stem to sea#ch fo#the s"ecific +ouche# which 'ou want to modif'( Eou can s"ecif' a single a com ination o# all of the sea#ch c#ite#ia( /hesesea#ch c#ite#ia include Sc e#e Bouc er 7o Tr&ns&ction Mode and Bouc er )&te (Eou can use the Sc e#e d#o" down to sea#ch fo# a Gou#nal .ouche# ased on the scheme unde# which it was #eco#ded(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific Gou#nal.ouche#(Eou can also sea#ch fo# a ou#nal +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou cant'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# thetentati+e dates etween which the +ouche# was #eco#ded(In this e!am"le we will s"ecif' onl' the &cheme unde# which the ou#nal +ouche# was #eco#ded(

&te" 4 ,lic the Sc e#e d#o" down list to +iew a list of a+aila le schemes(&te" 5 )#om the list In this e!am"le we will choose T irteent %in&nce 'o##ission – TF%' (&te" 6 ,lic Se&rc to +iew a list of all Gou#nal .ouche#s(&te" 6 ;ote > se#+e that a se"a#ate window o"ens u" dis"la'ing onl' one Gou#nal .ouche# #eco#ded unde# the

T irteent %in&nce 'o##ission.



&te" 7 In this e!am"le we will select the onl' +ouche# dis"la'ed which is .ouche# ;o TF%'52011 20125C51.&te" 8 ,lic Sub#it to #eo"en the ou#nal +ouche# fo# modification(&te" 8 ;ote > se#+e the Se&rc Result for Modific&tion section dis"la'ed( /his contains all sa+ed info#mation "e#taining

to a s"ecific ou#nal +ouche#( Eou can modif' all fields e!ce"t the Tr&ns&ction Mode and the Bouc er 7o ( /hese two fielddata a#e dis"la'ed in the #ead onl' mode(

&te" 9 ;ow in this e!am"le let us modif' the details in the P&rticul&rs te!t o!( ,lic in the P&rticul&rs te!t o! andt'"e Courn&l entr".

&te" 10 ;ow afte# "e#fo#ming modification clic Modif" (&te" 11 /he s'stem will dis"la' a message L.ouche# num e# TF%'52011 125 C51 modified successfull'(M /his modified

+ouche# will e a+aila le fo# futu#e modifications f#ee*ing and deletion(

Page 510 of 633

>n the message o! clic O, to #etu#n to the Modif" Recei*t Bouc er "age(&te" 12 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to modif' a Gou#nal .ouche# in P-I%&oft(



Page 511 of 633

23.18 )eletin! Courn&l Bouc ers

We ha+e lea#nt how to add and modif' a Gou#nal .ouche# using P-I%&oft(

While #eco#ding +ouche# details 'ou might ha+e #eco#ded o solete data( In such cases 'ou must delete the +ouche#(

We will now lea#n how to delete a Gou#nal .ouche# which we ha+e added and sa+ed in the s'stem(


Pre conditions>nl' an administ#ato# can delete a +ouche#(Eou can delete onl' those +ouche#s which ha+e een sa+ed in the s'stem ut not 'et f#ee*ed(/o delete a f#ee*ed +ouche# 'ou must unf#ee*e it fi#st and then delete it(%s soon as we unf#ee*e al#ead' f#ee*ed Gou#nal .ouche# a histo#' is maintained at ac end in data ase(Eou can delete +ouche#s if the Aa' @oo fo# the co##es"onding +ouche# date has not een closed(

Post conditions>nce a +ouche# is deleted 'ou cannot "e#fo#m an' fu#the# t#ansactions co##es"onding to that +ouche#(Aeleted +ouche#s will also not e a+aila le in the ?edge# @oo and Gou#nal @oo (

,lic 7eDt to +iew a demonst#ation on deleting Gou#nal .ouche#s(



Page 512 of 633

23.1; )eletin! & Courn&l Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew a list of +a#ious t#ansactions 'ou can "e#fo#m unde# it&te" 2 Dnde# Bouc er Tr&ns&ctions clic Courn&l Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# this

o"tion(;ote: > se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew Gou#nal .ouche#s(

&te" 3 &elect )elete to delete a Gou#nal .ouche#(&te" 3 ;ote /he )elete Courn&l Bouc er fo#m is dis"la'ed(

> se#+e that on this "age 'ou must ente# details "e#tinent to the desi#ed ou#nal .ouche# to ena le the s'stem to sea#ch fo#the s"ecific +ouche# which 'ou want to delete( Eou can s"ecif' a single a com ination o# all of the sea#ch c#ite#ia( /hesesea#ch c#ite#ia include Sc e#e Bouc er 7o Tr&ns&ction Mode and Bouc er )&te (Eou can use the Sc e#e d#o" down to sea#ch fo# a Gou#nal .ouche# ased on the scheme unde# which it was #eco#ded(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific Gou#nal.ouche#(Eou can also sea#ch fo# a ou#nal +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou cant'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# thetentati+e dates etween which the +ouche# was #eco#ded(In this e!am"le we will s"ecif' the Tr&ns&ction Mode.

&te" 4 ,lic the Tr&ns&ction Mode d#o" down list to +iew a list of +ouche# t'"es(&te" 5 )#om the Tr&ns&ction Mode d#o" down In this e!am"le we will select Recei*t Rectific&tion.&te" 6 ,lic Se&rc to sea#ch the s"ecific +ouche#(

;ote: > se#+e that the s'stem dis"la's onl' one ou#nal +ouche# as a #esult of the sea#ch c#ite#ia ente#ed( ;otice that theSt&tus of the +ouche#s dis"la'ed is nfree6ed ( /his im"lies that the dis"la'ed ou#nal +ouche#s a#e eligi le fo# deletion(

&t " 7 I thi ! "l ill l t th l' + h # di "l ' d i( ( TF%'52010 20115C51



&te" 7 In this e!am"le we will select the onl' +ouche# dis"la'ed i(e( TF%'52010 20115C51.;ote: >nce 'ou select the +ouche# 'ou can clic )elete to delete the +ouche#( % deleted +ouche# will not e dis"la'ed fo#fu#the# modifications such as f#ee*e o# unf#ee*e and +iew( /he deleted ent#ies will also not e dis"la'ed in the Gou#nal @oo (In this e!am"le we a#e not deleting the +ouche# ecause we #eCui#e it fo# fu#the# t#ansactions(

&te" 8 ,lic 'lose to #etu#n to the )elete Courn&l Bouc er "age(&te" 9 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e lea#nt to delete a Gou#nal .ouche# in P-I%&oft(

Page 513 of 633

23.1> %ree6in! Courn&l Bouc ers

We ha+e lea#nt how to add modif' and delete Gou#nal .ouche#s using P-I%&oft(

We will now lea#n how to f#ee*e a Gou#nal .ouche# which we ha+e added and sa+ed in the s'stem(


Pre conditionsGou#nal +ouche# should al#ead' e c#eated and sa+ed in the s'stem to f#ee*e it(>nl' administ#ato# can f#ee*e the +ouche#(.ouche#s fo# "a#ticula# date can onl' e f#ee*ed if the "#e+ious date da' oo has een closed(

Post conditions>nce a Gou#nal .ouche# is f#ee*ed it will not e a+aila le fo# deletion o# modification ut it will e a+aila le fo#unf#ee*ing(>nce the +ouche# has een f#ee*ed 'ou can close the Aa' @oo (>nce 'ou f#ee*e a Gou#nal .ouche# and close the Aa' @oo the s'stem will not allow 'ou to add a Gou#nal .ouche# onthat date(

,lic 7eDt to +iew a demonst#ation on f#ee*ing Gou#nal .ouche#s(



Page 514 of 633

23.20 %ree6in! & Courn&l Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Panacha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew a list of +a#ious t#ansactions 'ou can "e#fo#m unde# it(&te" 2 Dnde# Bouc er Tr&ns&ctions clic Courn&l Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# this

o"tion(> se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew -ecei"t .ouche#s(

&te" 3 &elect %ree6e to f#ee*e a Gou#nal .ouche#(&te" 4 ;ote /he %ree6e Courn&l Bouc er fo#m is dis"la'ed(

> se#+e that on this "age 'ou must ente# details "e#tinent to the desi#ed ou#nal .ouche# to ena le the s'stem to sea#ch fo#the s"ecific +ouche# which 'ou want to f#ee*e( Eou can s"ecif' a single a com ination o# all of the sea#ch c#ite#ia( /hesesea#ch c#ite#ia include Sc e#e Bouc er 7o Tr&ns&ction Mode and Bouc er )&te (Eou can use the Sc e#e d#o" down to sea#ch fo# a Gou#nal .ouche# ased on the scheme unde# which it was #eco#ded(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific Gou#nal.ouche#(Eou can also sea#ch fo# a ou#nal +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou cant'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# thetentati+e dates etween which the +ouche# was #eco#ded(In the Bouc er )&ted field if 'ou t'"e an' inco##ect date and clic sea#ch utton the s'stem will #es"ond with a message

L;o +ouche# s found fo# ente#ed sea#ch c#ite#iaM(In this e!am"le we will s"ecif' the Tr&ns&ction Mode.

&te" 4 ,lic the Tr&ns&ction Mode d#o" down list to +iew a list of +ouche# t'"es(&te" 5 )#om the Tr&ns&ction Mode d#o" down In this e!am"le we will select Recei*t Rectific&tion.&te" 6 ,lic Se&rc (&te" 7 ;ote /he %ree6e Courn&l Bouc er "age is dis"la'ed(



&te 7 ;ote /he %ree6e Courn&l Bouc er age is dis la ed(> se#+e that the s'stem dis"la's onl' one +ouche# fo# f#ee*ing(

&te" 7 In this e!am"le we will select the onl' dis"la'ed ou#nal +ouche# i(e( TF%'52010 20115C51.&te" 8 ,lic %ree6e to f#ee*e the Gou#nal .ouche#(&te" 9 /he s'stem dis"la's a success message fo# f#ee*ing of selected ou#nal +ouche#( >n the message o! clic O, (&te" 10 ,lic 'lose to #etu#n to the PRIASoft #&in menu "age(

,ong#atulationsK Eou ha+e lea#nt to f#ee*e a Gou#nal .ouche# in P-I%&oft(

Page 515 of 633

23.21 nfree6in! Courn&l Bouc ers

We ha+e lea#nt how to add modif' and f#ee*e a Gou#nal .ouche# using P-I%&oft(

While managing +ouche#s 'ou ma' need to modif' some e!isting +ouche#s( =owe+e# if the +ouche#s a#e f#ee*edmodification ecomes im"ossi le( In that case 'ou must unf#ee*e the +ouche# fi#st and then modif' the same(

We will now lea#n how to unf#ee*e a Gou#nal .ouche# that we ha+e added and f#ee*ed in the s'stem(


Pre conditions/he .ouche# should e c#eated and f#ee*ed in the s'stem to unf#ee*e it(>nl' those +ouche#s can e unf#ee*ed fo# which da' oo has not een closed(>nl' an %dminist#ato# has the #ights to f#ee*e o# unf#ee*e a +ouche#(

Post conditions>nce a Gou#nal .ouche# is unf#ee*ed it will e again a+aila le fo# deletion modification and f#ee*ing(%s soon as we unf#ee*e a al#ead' f#ee*ed ou#nal +ouche# a histo#' is maintained at ac end(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing Gou#nal .ouche#s(



Page 516 of 633

23.22 nfree6in! & Courn&l Bouc er )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Panacha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ctions to +iew a list of +a#ious t#ansactions 'ou can "e#fo#m unde#

it(&te" 2 Dnde# Bouc er Tr&ns&ctions clic Courn&l Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# this

o"tion(> se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew Gou#nal .ouche#s(

&te" 3 &elect nfree6e to unf#ee*e a Gou#nal .ouche#(&te" 4 /he nfree6e Courn&l Bouc er fo#m is dis"la'ed(

> se#+e that on this "age 'ou must ente# details "e#tinent to the desi#ed ou#nal .ouche# to ena le the s'stem to sea#ch fo#the s"ecific +ouche# which 'ou want to unf#ee*e( Eou can s"ecif' a single a com ination o# all of the sea#ch c#ite#ia( /hesesea#ch c#ite#ia include Sc e#e Bouc er 7o Tr&ns&ction Mode and Bouc er )&te (Eou can use the Sc e#e d#o" down to sea#ch fo# a Gou#nal .ouche# ased on the scheme unde# which it was #eco#ded(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific Gou#nal.ouche#(Eou can also sea#ch fo# a ou#nal +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou cant'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# thetentati+e dates etween which the +ouche# was #eco#ded(In the Bouc er )&ted field if 'ou t'"e an' inco##ect date and clic sea#ch utton the s'stem will #es"ond with a message


&te" 5 ,lic the Tr&ns&ction Mode d#o" down list to +iew a list of +ouche# t'"es(&te" 6 )#om the Tr&ns&ction Mode d#o" down In this e!am"le we will select Recei*t Rectific&tion.&te" 7 ,lic Se&rc (



&te 7 ,lic Se&rc (&te" 8 ;ote /he nfree6e Courn&l Bouc er "age is dis"la'ed(

> se#+e that the s'stem dis"la's onl' one +ouche# fo# unf#ee*ing(&te" 8 )#om the list we will select the onl' +ouche# dis"la'ed i(e( TF%'52010 20115C51.&te" 9 ,lic n%ree6e to unf#ee*e the Gou#nal .ouche#(&te" 10 /he s'stem dis"la's a success message fo# unf#ee*ing( >n the message o! clic O, (&te" 11 ,lic ,lose to #etu#n to the Dnf#ee*e Gou#nal .ouche# "age&te" 12 ,lic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e lea#nt to unf#ee*e a Gou#nal .ouche# in P-I%&oft(

Page 517 of 633

23.23 Biewin! Courn&l Bouc ers

We ha+e lea#nt how to add modif' f#ee*e and unf#ee*e a Gou#nal .ouche# using P-I%&oft(

We will now lea#n how to +iew Gou#nal .ouche#s that we ha+e added in the s'stem(


Pre conditions

/he .ouche# should ha+e een c#eated to +iew it(

,lic 7eDt to +iew a demonst#ation on +iewing Gou#nal .ouche#s



Page 518 of 633

23.2$ Biewin! Courn&l Bouc ers )e#onstr&tion

&te" 1 ;ote nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the Jilla Pancha'at %dminist#ato# s #ole(&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to +iew a list of +a#ious t#ansactions 'ou can "e#fo#m unde# it(&te" 2 Dnde# Bouc er Tr&ns&ctions clic Courn&l Bouc er to +iew the +a#ious actions 'ou can "e#fo#m unde# this

o"tion(> se#+e that the s'stem allows 'ou to Add Modif" )elete %ree6e nfree6e o# Biew Gou#nal .ouche#s(

&te" 3 &elect Biew to +iew a Gou#nal .ouche#(;ote: /he Biew Courn&l Bouc er "age is dis"la'ed(> se#+e that on this "age 'ou must ente# details "e#tinent to the desi#ed ou#nal .ouche# to ena le the s'stem to sea#ch fo#the s"ecific +ouche# which 'ou want to +iew( Eou can s"ecif' a single a com ination o# all of the sea#ch c#ite#ia( /hesesea#ch c#ite#ia include Sc e#e Bouc er 7o Tr&ns&ction Mode and Bouc er )&te (Eou can use the Sc e#e d#o" down to sea#ch fo# a Gou#nal .ouche# ased on the scheme unde# which it was #eco#ded(Eou can t'"e the uniCue auto gene#ated +ouche# num e# in the Bouc er 7o. field to sea#ch fo# the s"ecific Gou#nal.ouche#(Eou can also sea#ch fo# a ou#nal +ouche# ' s"ecif'ing the date on which it was #eco#ded in Bouc er )&te section( Eou cant'"e the e!act date in the Bouc er )&ted field o# if 'ou do not #emem e# the e!act date of the +ouche# 'ou can ente# thetentati+e dates etween which the +ouche# was #eco#ded(In the Bouc er )&ted field if 'ou t'"e an' inco##ect date and clic sea#ch utton the s'stem will #es"ond with a message


&te" 4 ,lic the Tr&ns&ction Mode d#o" down list to +iew a list of +ouche# t'"es(&te" 5 )#om the Tr&ns&ction Mode d#o" down we will select Recei*t Rectific&tion to +iew the list of ou#nal +ouche#s

#eco#ded in the s'stem(&te" 6 ,lic Se&rc .



,;ote: > se#+e that the s'stem dis"la's onl' one -ecei"t -ectification Gou#nal .ouche# TF%'52010 115C51 ecause it isthe onl' #eco#ded ent#' to +iew( Eou can clic the h'"e#lin ed Bouc er 7o to +iew the com"lete details of the +ouche# inthe Courn&l Bouc er )et&ils window(

&te" 7 ,lic 'lose to close the Courn&l Bouc er )et&ils window and #etu#n to the Biew Courn&l Bouc er "age(&te" 8 ,lic 'lose to close the Biew Courn&l Bouc er "age and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e lea#nt to unf#ee*e and +iew a Gou#nal .ouche# in P-I%&oft(

Page 519 of 633

23.2( Module Su##&r"

We ha+e now #eached the end of this module on $anaging Gou#nal nt#ies(

In this module we lea#nt to add modif' delete f#ee*e unf#ee*e and +iew Gou#nal +ouche#s(



Page 520 of 633

2$.0 Module M&n&!in! 'losure of /oo4 of Accounts

2$.1 Module Objectives

Welcome to the module on $anaging ,losu#e of @oo of %ccounts(


,lose the Aa' @oo of %ccounts(,lose the $onthl' @oo of %ccounts(,lose the Eea#l' @oo of %ccounts

In this module we will lea#n to close the Aa' @oo $onthl' @oo and Eea#l' @oo of %ccounts of Jilla Pancha'at(




2$.2 Overview

Page 521 of 633

/o effecti+el' manage the accounts 'ou need to close all oo s of accounts at the end of a da' at the month end and atend of the financial 'ea#( /o do so 'ou must login with the %dminist#ato# #ole fo# the %ccounting ntit'(

?et us e!"lo#e the "#ocedu#es fo# closing the oo s of accounts in P-I%&oft(



Page 522 of 633

2$.3 'losin! t e )&" /oo4 of Accounts

%s a P-I accounting official 'ou ma' need to close the Aa' @oo of %ccounts in the P-I%&oft a""lication(

?et us e!"lo#e the ste"s to close the Aa' @oo in P-I%&oft(


Pre conditionsG

Eou must login with the %dminist#ato# #ole to close the Aa' @oo of %ccounts(

Eou must f#ee*e the o"ening alance of all the schemes that a#e used in the t#ansactions fo# that da'(

Eou must f#ee*e all the +ouche# fo# that da' efo#e f#ee*ing the Aa' @oo

Post conditionsG

>nce the Aa' @oo is closed no +ouche# can e #eco#ded fo# that da'( =ence 'ou a#e #eCui#ed to o"en the oo s andthen "#oceed with #eco#ding of left o+e# +ouche#s(

>nce the Aa' @oo is closed no +ouche# fo# that da' can e unf#ee*ed( =ence 'ou a#e #eCui#ed to o"en the oo s

and then "#oceed with unf#ee*ing of +ouche#s(Aa' @oo -e"o#t will e gene#ated fo# the Aa' @oo closing date(



,lic 7eDt to +iew a demonst#ation on closing the Aa' @oo of %ccounts(

Page 523 of 633

2$.$ 'losin! t e )&" /oo4 of Accounts )e#onstr&tion

&te" 1 ;ote ?og on to the P-I%&oft a""lication with the Dse#name and Passwo#d( In this e!am"le we will log in as JillaPancha'at administ#ato# fo# %nugul Jilla Pancha'at( (

&te" 1 > se#+e that 'ou a#e di#ected to Select Role "age whe#e 'ou can select #ole( ,lic the Role d#o" down to +iew alist of #oles(

&te" 2 )#om the list select a #ole( In this e!am"le 'ou will select @ill& P&nc &"&t Ad#inistr&tor.;ote: In the )istrict d#o" down o se#+e that Anu!ul is dis"la'ed ' default(

&te" 3 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(&te" 4 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 5 Dnde# Period nd Procedures clic 'losin! of /oo4s 'lose )&" /oo4 to close the Aa' @oo ( &te" 6 ,lic 'lose )&" /oo4 to o"en the 'lose )&" /oo4 "age(

;ote: > se#+e that a 'lose )&" /oo4 "age is dis"la'ed with th#ee fields %in&nci&l e&r =&st )&" /oo4 'losed )&"/oo4 to be 'losed (

/he %in&nci&l e&r field dis"la's the cu##ent set financial 'ea# fo# the logged in entit'( In this e!am"le 2010 2011is dis"la'ed(/he =&st )&" /oo4 'losed dis"la's the last date fo# which the Aa' @oo was closed( In this e!am"le 0150$52010is dis"la'ed(/he )&" /oo4 to be 'losed dis"la's the ne!t date fo# which the Aa' @oo needs to e closed( In this e!am"le0250$52010 is dis"la'ed(

;ote: Eou a#e #eCui#ed to close the Aa' @oo fo# the date fo# which e+en no t#ansaction is #eco#ded in the s'stem(

;ote 1: /he 'lose )&" /oo4 "age dis"la's th#ee uttons O*en )&" /oo4 'lose )&" /oo4 and 'lose ( ,lic ing O*en)&" /oo4 allows 'ou to o"en the Aa' @oo fo# last closed date( ,lic ing 'lose )&" /oo4 would close the Aa' @oo fo# theda' to e closed(



If 'ou clic 'lose the s'stem would a o#t the ,lose Aa' @oo o"e#ation and will #etu#n 'ou to the P-I%&oft main menu"age(

;ote 2: If want to o"en the Aa' @oo fo# last date of an' month and the an #econciliation of that "a#ticula# month haseen done so s'stem will not allow o"ening Aa' @oo fo# last date of that month(&te" 7 In this e!am"le clic 'lose )&" /oo4 to close the Aa' @oo (&te" 8 % message o! stating that L Eould "ou li4e to close t e )&" /oo4H M is dis"la'ed( Eou can eithe# clic O, to

close the Aa' @oo o# 'ou can clic '&ncel to #etu#n to the 'lose )&" /oo4 "age( In this e!am"le 'ou will clic O, to

Page 524 of 633

close the Aa' @oo (;ote: > se#+e that a dialog o! info#ming L T ere &re so#e unfree6ed vouc ers t &t #ust be fro6en before closin!t e d&" boo4 M is dis"la'ed( It is mandato#' to f#ee*e all +ouche#s to close each da' s Aa' @oo ( In this e!am"le the#e a#esome unf#ee*ed +ouche#s which need to e f#ee*ed(

&te" 9 ,lic O, to close the dialog o!(;ote: > se#+e that the 'lose )&" /oo4 "age now dis"la's the Bouc ers which a#e not %ro6en section with the details ofall unf#ee*ed +ouche#s( In this e!am"le the#e is one unf#ee*ed Gou#nal .ouche# TF%'52010 115C51 which need to ef#ee*ed( In addition to this o se#+e that the chec o!es unde# %ree6e column a#e al#ead' chec ed(

&te" 10 ,lic %ree6e to f#ee*e the +ouche#( /he s'stem will calculate the dail' alance and ensu#e that a "a'ment doesnot e!ceed the #ecei"t fo# that da'( In case this condition is not full filled the use# would not e allowed to f#ee*e the"a'ment +ouche#(

&te" 11 ;ote % message o! stating that L Eould "ou li4e to close t e )&" /oo4H M is dis"la'ed( Eou can eithe# clic O,to close the da' oo o# 'ou can clic '&ncel to #etu#n to the 'lose )&" /oo4 "age(

&te" 11 In this e!am"le 'ou will clic O, to close the Aa' @oo (&te" 12 ;ote % success message stating that the Aa' @oo is closed successfull' is dis"la'ed(&te" 12 ,lic O, to close the message o! and #etu#n to the P-I%&oft main menu "age(

;ote: ,ong#atulationsK Eou ha+e now lea#nt to close the Aa' @oo of %ccounts(



Page 525 of 633

2$.( Biewin! t e i#*&ct of )&" /oo4 closure on t e )&" /oo4 Re*ort

/he closed Aa' @oo t#ansaction details get #eflected in the Aa' @oo -e"o#t of that "a#ticula# da'(

,lic 7eDt to +iew a demonst#ation on +iewing the im"act of the Aa' @oo closu#e on the Aa' @oo -e"o#t(



2$.+ Biewin! t e i#*&ct of )&" /oo4 closure on t e )&" /oo4 Re*ort )e#onstr&tion

Page 526 of 633

&te" 1 >n the P-I%&oft main menu "age clic Re*orts to e!"and the menu(&te" 2 ,lic )&" /oo4 to +iew the Aa' @oo #e"o#t(

;ote: > se#+e that the )&" /oo4 "age with )&te field is dis"la'ed( /he )&te field is a sea#ch tool( @' using this 'ou cansea#ch fo# the desi#ed date Aa' @oo -e"o#t(

&te" 3 In the )&te field t'"e the date fo# which 'ou want to +iew the Aa' @oo -e"o#t in the AA $$ EEEE fo#mat( Eoucan also choose this date f#om the calenda# ' clic ing the Aate Pic e# o"tion( In this e!am"le 'ou will t'"e 0250$52010 (

&te" 4 ,lic Biew Re*ort.;ote: % #e"o#t titled )&" /oo4 of @ill& P&nc &"&tG A7 = 0250$52010 9'onsolid&ted: is dis"la'ed(

/he details of all +ouche#s e!ce"t Gou#nal .ouche# as the#e is no cash flow in ou#nal +ouche# fo# the da' 2nd %"#il 2010a#e dis"la'ed unde# the -ecei"t and Pa'ment sections( .ouche# num e#s a#e listed date wise and scheme wise(

/he -ecei"t and Pa'ment amount unde# ,ash /#easu#' @an o# Post >ffice accounts a#e dis"la'ed( /he /otal amount isdis"la'ed unde# the -ecei"ts section and the ,losing @alance unde# the Pa'ments section fo# the date 02 04 2010(;ote: ,ong#atulationsK Eou ha+e now lea#nt to +iew the im"act of Aa' @oo closu#e on the Aa' @oo -e"o#t(



Page 527 of 633

2$.8 'losin! t e Mont l" /oo4 of Accounts

%s a P-I accounting official 'ou ma' need to close the $onthl' @oo of %ccounts in the P-I%&oft a""lication( Eou mustensu#e that all the @an /#easu#' Post office accounts a#e #econciled fo# that "a#ticula# month efo#e "#oceeding with closingof $onth @oo (

/he use# will not e allowed to o"en the Aa' @oo fo# an' da' once the $onth @oo is closed(

?et us e!"lo#e the ste"s to close the $onthl' @oo of %ccounts in P-I%&oft(


Pre conditionsG

Eou must login with the %dminist#ato# s #ole to close the $onthl' @oo of %ccounts(%ll Aa' @oo s of that "a#ticula# month must e closed efo#e closing the $onthl' @oo (Eou must ha+e #econciled all the @an /#easu#' Post office accounts fo# that "a#ticula# month(

Post conditionsG

>nce the $onthl' @oo is closed no mo#e t#ansactions fo# the month can e "e#fo#med(>nce the $onthl' @oo is closed 'ou will not e allowed to o"en the oo of accounts and an' missed +ouche# would

e #eco#ded in the oo s of the ne!t month(>nce the $onthl' @oo of $a#ch is closed P-I%&oft a""lication automaticall' facilitates the use# to "#oceed withclosing of 'ea# oo ($onthl' ,ash @oo -e"o#t will e gene#ated fo# the month fo# which $onth @oo is closed(



@ g @ (

,lic 7eDt to +iew a demonst#ation on closing the $onthl' @oo of %ccounts(

Page 528 of 633

2$.; 'losin! t e Mont l" /oo4 of Accounts – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the @ill& P&nc &"&t Ad#inistr&tor s role ((&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 2 Dnde# Period nd Procedures clic 'losin! of /oo4s 'lose Mont l" /oo4 to close the $onthl' @oo of

%ccounts(&te" 3 ,lic 'lose Mont l" /oo4 to close the $onthl' @oo of %ccounts(

;ote: > se#+e that a 'lose Mont l" /oo4 "age is dis"la'ed with the following two details %in&nci&l e&r and Mont/oo4 to be 'losed (

/he %in&nci&l e&r dis"la's the cu##ent financial 'ea#( In this e!am"le 2010 2011 is dis"la'ed(/he Mont l" /oo4 to be 'losed dis"la's the month fo# which the $onthl' @oo need to e closed( In this e!am"leA*ril 2010 is dis"la'ed(

;ote: /he 'lose Mont l" /oo4 "age dis"la's two uttons 'lose Mont l" /oo4 and 'lose ( ,lic ing ,lose $onthl' @ooutton allows 'ou to close the $onthl' @oo ( If 'ou clic 'lose the s'stem would a o#t the ,lose $onthl' @oo o"e#ation

and will #etu#n to the P-I%&oft main menu "age(&te" 4 In this e!am"le clic 'lose Mont l" /oo4 to close the $onthl' @oo (&te" 5 ;ote % message o! stating that Eould "ou li4e to close t e Mont /oo4H is dis"la'ed( Eou can eithe# clic O,

to close the $onthl' @oo o# 'ou can clic '&ncel to #etu#n to the 'lose Mont l" /oo4 "age(&te" 5 In this e!am"le 'ou will clic O, to close the $onthl' @oo (

;ote: > se#+e that a dialog o! stating So#e unclosed )&" /oo4s Dists is dis"la'ed( /his im"lies that in this e!am"lethe#e a#e some unclosed Aa' @oo s that need to e closed efo#e "#oceeding with monthl' closu#e(

&te" 6 ,lic O, to close the dialog o!(

;ote: > se#+e that the 'lose Mont l" /oo4 "age now dis"la's the nclosed )&" /oo4 ta le that "#o+ides list of da's fo#which the Aa' @oo s a#e not closed( In this e!am"le o se#+e that unde# %ree6e column the chec o!es against each da'a#e chec ed ' default im"l'ing that da' would e closed fo# these da's(

&te" 7 lic 'lose Mont l" /oo4 to close the listed Aa' @oo s(



&te" 7 ,lic 'lose Mont l" /oo4 to close the listed Aa' @oo s(&te" 8 ;ote % message o! stating that )&" /oo4 of t e selected )&tes will be 'losed. Eould "ou li4e to *roceedH

is dis"la'ed( Eou can eithe# clic O, to close the Aa' @oo of selected da's and $onth @oo s #es"ecti+el' o# 'ou can clic'&ncel to #etu#n to the 'lose Mont l" /oo4 "age(

&te" 8 In this e!am"le 'ou will clic O, to close the Aa' @oo of selected da's and $onth @oo #es"ecti+el'(Please note that the s'stem will calculate the dail' alance fo# each da' and ensu#e that a "a'ment does not e!ceed the#ecei"t fo# that da'( In case this condition is not full filled the use# would not e allowed to close the da' oo fo# that"a#ticula# da'(

&te" 9 % success message stating that the %"#il $onthl' @oo is closed successfull' is dis"la'ed( ,lic O, to close the

Page 529 of 633

message o! and #etu#n to the P-I%&oft main menu "age(;ote: ,ong#atulationsK Eou ha+e now lea#nt to close the $onthl' @oo of %ccounts(



Page 530 of 633

2$.> Biewin! t e i#*&ct of Mont l" /oo4 'losure on t e Mont l" '&s /oo4 Re*ort

/he closed $onthl' @oo gets #eflected in the $onthl' ,ash @oo -e"o#t of the "a#ticula# month( Eou ma' want to +iew theim"act of the $onthl' @oo ,losu#e in the $onthl' ,ash @oo -e"o#t(

,lic 7eDt to +iew a demonst#ation on +iewing the im"act of the Aa' @oo closu#e on the Aa' @oo -e"o#t(



Page 531 of 633

2$.10 Biewin! t e i#*&ct of Mont l" /oo4 'losure on t e Mont l" '&s /oo4 Re*ort – )e#onstr&tion

nsu#e that 'ou a#e logged onto the P-I%&oft a""lication with the @ill& P&nc &"&t Ad#inistr&tor s role (

&te" 1 >n the P-I%&oft main menu "age clic Re*orts to e!"and the menu(&te" 2 ,lic Mont l" '&s /oo4 to +iew the $onthl' ,ash @oo #e"o#t(

;ote: /he '&s /oo4 Re*ort "age is dis"la'ed( ?et us now e!"lo#e the fields in the '&s /oo4 Re*ort "age(> se#+e that two sea#ch o"tions a#e dis"la'ed he#eN )&te wise and Mont wise. Eou can sea#ch -e"o#ts eithe# 's"ecif'ing the date #ange o# the month fo# which 'ou want to +iew monthl' ,ash @oo (

&te" 3 In this e!am"le 'ou will select the Mont wise o"tion(&te" 4 ,lic the %in&nci&l e&r d#o" down to +iew a list of financial 'ea#s fo# which monthl' ,ash @oo -e"o#t is

a+aila le(&te" 5 &elect the financial 'ea# fo# which 'ou want to +iew the $onthl' ,ash @oo -e"o#t( In this e!am"le 'ou will select

2010 2011 (&te" 6 ,lic the Mont d#o" down list to +iew the months fo# which the $onthl' ,ash @oo -e"o#t is a+aila le(&te" 7 )#om the Mont d#o" down select the month fo# which 'ou want to +iew monthl' ,ash @oo -e"o#t( In this

e!am"le 'ou will select A*ril (;ote: > se#+e that the AnneDure wit Rectific&tion entries o"tion is e"t at 7o ' default which means that the #e"o#twill not anne!e the +ouche#s unde# which the co##ection a#e ca##ied out( Eou can gene#ate a monthl' cash oo withanne!ed co##ection +ouche#s ' selecting the o"tion Ees( /his would hel" the accountant(

&te" 8 ,lic Biew Re*ort.&te" 9 % #e"o#t titled '&s /oo4 of @ill& P&nc &"&tG A7 = for t e Mont of A*ril %in&nci&l e&r 2010 2011

9'onsolid&ted: is dis"la'ed(;ote: > se#+e that the -e"o#t includes all the monthl' t#ansactions dis"la'ed unde# the -ecei"t and Pa'ment sections(

/he details of all +ouche#s e!ce"t Gou#nal .ouche# as the#e is no cash flow in ou#nal +ouche# fo# the month of %"#il a#e



/he details of all ouche#s e!ce t Gou#nal .ouche# as the#e is no cash flow in ou#nal ouche# fo# the month of % #il a#edis"la'ed unde# the -ecei"t and Pa'ment sections( .ouche# num e#s a#e listed date wise and scheme wise(

/he -ecei"t and Pa'ment amount unde# ,ash /#easu#' @an o# Post >ffice accounts a#e dis"la'ed( /he /otal amount isdis"la'ed unde# the -ecei"ts section and the ,losing @alance unde# the Pa'ments section fo# the month of %"#il(

;ote -ight clic on the '&s /oo4 of @ill& P&nc &"&tG A7 = for t e Mont of A*ril %in&nci&l e&r 2010 20119'onsolid&ted: #e"o#t and select Mini#ise to #etu#n to '&s /oo4 Re*ort "age(

&te" 10 >n the '&s /oo4 Re*ort "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

;ote: ,ong#atulationsK Eou ha+e now lea#nt to +iew the im"act of $onthl' @oo closu#e on the $onthl' ,ash @oo -e"o#t(

Page 532 of 633

2$.11 'losin! t e e&rl" /oo4 of Accounts

%s a P-I accounting official 'ou ma' need to close the Eea#l' @oo of %ccounts in the P-I%&oft a""lication(

?et us e!"lo#e the ste"s to close the Eea#l' @oo of %ccounts in P-I%&oft(


Pre conditionsGEou must login with the %dminist#ato# #ole to close the Eea#l' @oo of %ccounts(

Eou must ha+e #econciled all the @an /#easu#' Post office accounts fo# the month of $a#ch(

$a#ch $onthl' @oo must e closed efo#e the closing of Eea#l' @oo s(

Post conditionsG>nce the Eea#l' @oo is closed the financial 'ea# would automaticall' e inc#emented to the ne!t financial 'ea#(

/he closing alance amount of the closed financial 'ea# will e the o"ening alance of the ne!t financial 'ea# fo# allschemes com"onents and accounts unde# it(

,lic 7eDt to +iew a demonst#ation on closing the Eea#l' @oo of %ccounts(



Page 533 of 633

2$.12 'losin! t e e&rl" /oo4 of Accounts – )e#onstr&tion

&te" 1 ;ote Eou a#e logged on to the P-I%&oft a""lication as a Jilla Pancha'at %dminist#ato# fo# the %nugul JillaPancha'at(

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction.&te" 2 Dnde# Period nd Procedures choose 'losin! of /oo4s 'lose e&rl" /oo4 to close the Eea#l' @oo of

%ccounts(;ote: > se#+e that a 'lose e&rl" /oo4 "age is dis"la'ed with the %in&nci&l e&r and e&r nd Re*orts which the use#must see efo#e closing the oo s(

1( /he %in&nci&l e&r field dis"la's the cu##ent financial 'ea#( In this e!am"le 2010 2011 is dis"la'ed(2( e&r nd Re*orts listed a#e:

• 'losin! /&l&nce Re*ortG Ais"la's the scheme wise and com"onent wise closing alance amount a+aila le atthe closu#e of the Eea# @oo (

• /&n4 Reconcili&tion : Ais"la's the last -econciled $onths of all the @an /#easu#' Post >ffice accounts(

• )eduction Re*ort : Ais"la's the deduction amount eing collected and "aid and the alance amount thatneeds to e "aid ' the entit' du#ing the selected financial 'ea#(

• ' eNues Issued /ut 7ot et Presented : Ais"la's the scheme wise details of all the cheCues that we#eissued ut not 'et "#esented in the selected financial 'ea#( >nl' those cheCues that a#e to be #econciled 'the @an /#easu#' o# Post >ffice a#e dis"la'ed in this -e"o#t(

• ' eNues )e*osited /ut not "et Re&li6ed : Ais"la's all the de"osited cheCues which a#e #eco#ded inP-I%&oft ut awaiting #eali*ation in the selected financial 'ea#( >nl' those cheCues that a#e not #eali*eddu#ing #econciliation ' the @an /#easu#' o# Post >ffice a#e dis"la'ed in this -e"o#t(



g @ (

• ' eNues Received /ut not "et )e*ositedG Ais"la's details of all the cheCues #eco#ded in P-I%&oft whichhas een #ecei+ed ' entit' ut not 'et de"osited in the @an /#easu#' o# Post >ffice accounts in the selectedfinancial 'ea#(

;ote: %ll 'ea# end #e"o#ts listed a o+e a#e h'"e#lin ed 'ou can +iew details of each #e"o#t ' clic ing on it(

&te" 3 ;ote /he 'lose e&rl" /oo4 "age dis"la's two uttons 'lose e&rl" /oo4 and 'lose ( ,lic ing 'lose e&rl"

Page 534 of 633

/oo4 utton allows 'ou to close the Eea#l' @oo ( If 'ou clic 'lose utton the s'stem would a o#t the ,lose Eea#l' @oo o"e#ation and will #etu#n to the P-I%&oft main menu "age(

&te" 3 In this e!am"le clic 'lose e&rl" /oo4 to close the Eea#l' @oo (&te" 4 ;ote % message o! stating that L ou &re &bout to close "our e&rl" /oo4s. All "our '&s &nd Account

'losin! /&l&nces will be c&rr" forw&rded to neDt e&r. Eould "ou li4e to *roceed wit t e closin!H M is dis"la'ed(Eou can eithe# clic O, to close the Eea#l' @oo o# 'ou can clic '&ncel to #etu#n to the 'lose e&rl" /oo4 "age(

&te" 4 In this e!am"le clic O, to close the Eea#l' @oo (;ote: % success message stating ou &ve successfull" closed "our "e&r boo4s of &ccounts is dis"la'ed(

&te" 5 ,lic 'lose to close the 'lose e&rl" /oo4 "age and #etu#n to the P-I%&oft main menu "age(;ote: ,ong#atulationsK Eou ha+e now lea#nt to close the Eea#l' @oo of %ccounts(



Page 535 of 633

2$.13 Module Su##&r"

We ha+e now #eached the end of this module on $anaging ,losu#e of @oo of %ccounts( In this module we lea#nt to:

,lose the Aa' @oo of %ccounts(,lose the $onthl' @oo of %ccounts(,lose the Eea#l' @oo of %ccounts



Page 536 of 633

2(.0 Module Reconcilin! /&n45Tre&sur"5Post Office Accounts

2(.1 Module Objectives

Welcome to the module on -econciling @an /#easu#' Post >ffice %ccounts(

In this module we will lea#n to #econcile the @an /#easu#' Post >ffice accounts of Jilla Pancha'at in P-I%&oft(




Page 537 of 633

2(.2 Addin! Reconcilin! Accounts

-econciliation allows 'ou to "e#fo#m #econciliation etween a ,ash @oo maintained ' @an /#easu#' Post >ffice and theco##es"onding ,ash @oo maintained in P-I%&oft fo# each month and fo# each account(

Au#ing #econciliation a use# can s"ecif' details a out @an cha#ges fo# the month Inad+e#tent c#edit ' @an Inad+e#tentde it ' @an and othe# details(

Eou can +iew the -econciliation -e"o#t fo# diffe#ences a#ising due to un#eali*ed cheCues an inte#est and an cha#ges(


Pre conditionsG

@efo#e #econciling an t#easu#' "ost office accounts fo# a "a#ticula# month the Aa' @oo of all da' till the monthend must e closed(>nl' an %dminist#ato# o# a $anage# can f#ee*e the -econciliation &tatement whe#eas a Dse# can onl' sa+e it(

Post conditionsG>nce we clic &a+e o# )#ee*e afte# adding all the #econciliation details a -econciliation -e"o#t is gene#ated(

Addition&l Infor#&tion :If du#ing the #econciliation 'ou come ac#oss an' missing +ouche# ent#' 'ou can #eo"en the Aa' @oo till the date towhich +ouche# needs to e #eco#ded and can #eco#d the +ouche# and then again 'ou can close the Aa' @oo till thelast date of the month and "#oceed with #econciliation(>nce all the accounts a#e #econciled and f#ee*ed the $onth @oo would e closed( Eou will not e allowed to #eco#d



>nce all the accounts a#e #econciled and f#ee*ed the $onth @oo would e closed( Eou will not e allowed to #eco#dan' +ouche# ent#' fo# this month and this ent#' would e #eco#ded in the ,ash @oo of ne!t month(If du#ing #econciliation 'ou notice that details li e @an cha#ges fo# the month Inad+e#tent c#edit ' @anInad+e#tent de it ' @an and othe# details a#e missing fo# an' account and the Aa' @oo has een closed till thelast da' of month 'ou can #eco#d the same in Pa'ment and -ecei"t .ouche# lin "#o+ided on the sc#een( /hesedetails will e #eco#ded unde# the last date of that "a#ticula# month(

,lic 7eDt to +iew a demonst#ation on adding the -econciling %ccounts

Page 538 of 633

2(.3 Addin! /&n45Tre&sur"5Post Office Reconcili&tion – )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla Pancha'at want to "e#fo#m the #econciliation of an account no( 123132unde# %llaha ad an fo# the month of $a'(

&te" 1 note ?og on to the P-I%&oft a""lication as a Jilla Pancha'at %dminist#ato#(

&te" 1: In this e!am"le we will log in as the Jilla Pancha'at %dminist#ato# fo# the %nugul Jilla Pancha'at(

&te" 2 >n the Select Role "age f#om the Role d#o" down select the #ole in which 'ou a#e going to add the details of#econciliation( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.

&te" 3 ,lic Sub#it to na+igate to the P-I%&oft main menu "age(&te" 4 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(&te" 5 Dnde# Ot er Tr&ns&ctions choose /&n45Tre&sur"5Post Office Reconcili&tion to +iew the tas s that 'ou can

"e#fo#m unde# this o"tion(&te" 6 ,lic Add to "#oceed with the #econciliation of accounts(

;ote: > se#+e that a /&n45Tre&sur"5Post Office Reconcili&tion "age is dis"la'ed( =e#e the set financial 'ea# fo# thelogged in ntit' is dis"la'ed ' default(

&te" 7 >n the /&n45Tre&sur"5Post Office Reconcili&tion "age in the Account T"*e section select the desi#edaccount t'"e fo# which #econciliation has to e done( In this e!am"le 'ou will select /&n4 (

&te" 8 % d#o" down fo# selection of the @an ;ame is dis"la'ed( )#om this list we can select the desi#ed @an ;ame( In

this e!am"le 'ou will select All& &b&d /&n4 (;ote: /his /&n4 7&#e d#o" down will dis"la' onl' those an s unde# which an #anch has een ma""ed and accountnum e# has een c#eated ' the logged in %ccounting ntit'(

&te" 9 % d#o" down fo# selection of the @#anch ;ame is dis"la'ed( /his list dis"la's all #anches c#eated unde# selected



an and ma""ed fo# logged in ntit'( )#om this list select the desi#ed @#anch ;ame( In this e!am"le we will selectAll& &b&d /&n4 /&r&!r .

&te" 10 &imila#l' a d#o" down list fo# selection of the %ccount ;um e# is dis"la'ed( /he list dis"la's all the accountnum e#s ma""ed to selected an and #anch name( )#om this list select the desi#ed %ccount ;um e#( In this e!am"le wewill select 123132.;ote: > se#+e that the /&n45Tre&sur"5Post Office Reconcili&tion "age now dis"la's the account details of the selectedaccount num e# and fields to ente# details fo# -econciliation(> se#+e that month fo# which #econciliation has to e done fo# selected account num e# is shown ' default in #ead onl'

Page 539 of 633

mode( In this e!am"le it is fo# $a' month( =ence Mont of Reconcili&tion field dis"la's M&" (&econdl' the /&l&nce &s *er '&s /oo4 in P-I%&oft is dis"la'ed as -s( 2000 in #ead onl' mode(;ote 1: =e#e the s'stem is also dis"la'ing details such as ' eNue 7o ' eNue )&te Bouc er 7o. fo# all the cheCues thatha+e een de"osited in the account num e# 123132 in the month of M&". In this e!am"le the#e a#e two cheCues fo##ecei"t +ouche#s that ha+e not een #eali*ed(;ote 2: Eou need to s"ecif' #eali*ation dates fo# the cheCues that ha+e not een actuall' "h'sicall' #eali*ed due to #easons li e

non de"osit o# dishono#ing( In this case the sum of all these cheCues would e deducted f#om the @alance as "e# cash oo (&imila#l' Eou also need to s"ecif' #eali*ation dates fo# the cheCues that ha+e een d#awn ut eithe# not actuall' deli+e#ed tothe P-Is o# not encashed ' them( In this case the sum of all these cheCues would e added to the @alance as "e# cash

oo (

&te" 11 ,lic the fi#st chec o! ad acent to the cheCue num e# 123$(+ to include it in the -econciliation -e"o#t(&te" 12 Dnde# the Re&li6&tion )&te column t'"e in the date of #eali*ation in dd mm '''' fo#mat( In this e!am"le t'"ein 0150(52010 (;ote: Eou can also choose this date f#om the calenda# ' clic ing the Aate Pic e# o"tion(

&te" 13 &imila#l' unde# the Re&li6&tion )&te column fo# the ne!t +ouche# t'"e t'"e in the date of #eali*ation as0150(52010.

&te" 13 ;ote In the /&n4 c &r!es for t e #ont 9in Rs.: field 'ou need to s"ecif' the an cha#ges( /his amount wille deducted f#om the @alance as "e# ,ash @oo while #econciliation(&te" 14 In this e!am"le we will ta e it as -s 200 (

In the In&dvertent credit b" /&n4 9in Rs.: field 'ou need to s"ecif' the amount that has een #ecei+ed in the selected account

num e# ' the entit' ut till now it has not een #eco#ded in P-I%&oft( /his amount would e added to the @alance as "e# ,ash

@oo while #econciliation( Eou can s"ecif' multi"le inad+e#tent c#edits(

In the In&dvertent debit b" /&n4 9in Rs.: field 'ou need to s"ecif' the amount that that has een de ited f#om the selected



account num e# ut till now it has not een #eco#ded in P-I%&oft( /his amount would e deducted f#om the @alance as "e# ,ash

@oo while #econciliation( Eou can s"ecif' multi"le inad+e#tent de its(&te" 15 ;ote @alance amount as "e# an "ass oo will e s"ecified in /&l&nce &t t e end of t e #ont 9&s *er b&n4

*&ss boo4: field(&te" 15 In this e!am"le we will ta e it as -s 1000.

=e#e /&n45Tre&sur"5Post Office Reconcili&tion "age dis"la's th#ee uttons Reconcile 'le&r and 'lose ( ,lic ingReconcile allows 'ou to -econcile all the details ente#ed fo# the selected account( ,lic ing 'le&r would e#ase all the details"#e+iousl' ente#ed( If 'ou clic 'lose the s'stem will a o#t the %dd @an /#easu#' Post >ffice -econciliation o"e#ation and

Page 540 of 633



2(.$ Modif"in! Reconcilin! Accounts

P-I%&oft allows 'ou to modif' the #econciliation details of the @an /#easu#' o# Post >ffice accounts(


Pre conditionsG@efo#e modif'ing an t#easu#' "ost office accounts #econciliation the#e must e ent#' th#ough %dd

an t#easu#' "ost office #econciliation fo# that accounts(

Post conditionsG

If we ha+e sa+ed the modified details of an t#easu#' "ost office accounts #econciliation it will e a+aila le fo#fu#the# modification(

,lic 7eDt to +iew a demonst#ation on modif'ing the -econciling %ccounts(



Page 542 of 633

2(.( Modif"in! Reconcilin! Accounts )e#onstr&tion

We will now e!"lo#e the scena#io we#e a Jilla "ancha'at wants to modif' the #econciliation details of an account no(123132 unde# %llaha ad an fo# the month of $a'(

&te" 1 ;ote We a#e logged on to the P-I%&oft a""lication as a Jilla Pancha'at %dminist#ato# fo# the %nugul JillaPancha'at(

&te" 1 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu .&te" 2 Dnde# Ot er Tr&ns&ctions choose /&n45Tre&sur"5Post Office Reconcili&tion to +iew the tas s that 'ou can

"e#fo#m unde# this o"tion( &te" 3 ,lic Modif" to modif' accounts(

;ote: > se#+e that a Modif" /&n45Tre&sur"5Post Office Reconcili&tion "age is dis"la'ed with the set financial 'ea#

dis"la'ed ' default fo# the logged in ntit'&te" 4 In the Account T"*e field 'ou can select the desi#ed %ccounting ntit' f#om @an /#easu#' o# Post >ffice( In this

e!am"le select /&n4 (&te" 5 % d#o" down fo# selection of the @an ;ame is dis"la'ed( )#om this list we can select the desi#ed @an ;ame( In

this e!am"le 'ou will select All& &b&d /&n4.&te" 6 % d#o" down fo# selection of the @#anch ;ame is dis"la'ed( In this e!am"le select All& &b&d /&n4 /&r&!r .&te" 7 )u#the# a d#o" down fo# selection of the %ccount ;um e# is dis"la'ed( )#om this list select the desi#ed %ccount

;um e#( In this e!am"le select 123132.&te" 8 ,lic the chec o! ad acent to the cheCue num e# 123$(+ to modif' and include it in the -econciliation -e"o#t(&te" 9 Dnde# the Re&li6&tion )&te column t'"e in the date of #eali*ation in dd mm '''' fo#mat( In this e!am"le t'"e in

0(50(52010 (

;ote: Eou can also choose this date f#om the calenda# ' clic ing the Aate Pic e# o"tion(&te" 10 &imila#l' unde# the Re&li6&tion )&te column fo# the second +ouche# t'"e t'"e in the date of #eali*ation as0(50(52010.

&te" 11 $odif' the /&n4 c &r!es for t e #ont 9in Rs.: as $00.0 (& " 12 I h /&l& & d f # 9& * b& 4 *& b 4 fi ld '" 1(00 0 (



&te" 12 In the /&l&nce &t t e end of t e #ont 9&s *er b&n4 *&ss boo4: field t'"e -s 1(00.0 (;ote: /he Modif" /&n45Tre&sur"5Post Office Reconcili&tion "age dis"la's th#ee uttons Reconcile 'le&r and 'lose (,lic ing Reconcile allows 'ou to -econcile all the details ente#ed( ,lic ing 'le&r would e#ase all the details "#e+iousl'ente#ed( If 'ou clic 'lose the s'stem will a o#t the $odif' @an /#easu#' Post >ffice -econciliation o"e#ation and will#etu#n to the P-I%&oft main menu "age(

&te" 13 In this e!am"le clic Reconcile to gene#ate the modified -econciliation -e"o#t fo# the selected account num e#(;ote: % #e"o#t titled Reconcili&tion St&te#ent of /&n4 Account – 123132 for t e #ont of M&" 2010 2011 is

dis"la'ed( > se#+e that in"uts a#e catego#i*ed unde# the A / ' ) #ows and an % #ow that dis"la's the amount of

Page 543 of 633

diffe#ence( > se#+e that the cheCue deduction amount and an cha#ges amount #eco#ded in the ' column a#e deductedf#om the /&l&nce &s *er '&s /oo4 ( /he diffe#ence amount is dis"la'ed as 'losin! /&l&nce &s *er '&s /oo4 in ) #ow(/he fo#mula fo# calculating the /&l&nce &s *er '&s /oo4 is %Z@ , ( /he %mount of Aiffe#ence is calculated ' deductingthe alance amount #eco#ded at the end of the month f#om the ,losing alance as "e# the ,ash @oo ( /he fo#mula fo#calculating the %mount of Aiffe#ence is A he#e s"ecifies @alance as "e# "ass oo ( /he ,losing @alance amount isnow 2000 $00 which eCuals 1+00 ( In this e!am"le it is 1+00–1(00 ( =ence the diffe#ence amount is 100 (

&te" 14 In the )et&ils of )ifference te!t o! ente# the comments( In this e!am"le t'"e in A#ount of difference isru*ees undred onl".;ote: %fte# ente#ing the comments in the #e"o#t 'ou can &a+e )#ee*e o# ,lose the #e"o#t(;ote: /he -e"o#t "age dis"la's th#ee uttons S&ve %ree6e and 'lose ( ,lic ing S&ve allows 'ou to sa+e all the detailsente#ed and can e modified fu#the#( ,lic ing %ree6e would f#ee*e all the in"uts and the #e"o#t will not e a+aila le fo#

modification( If 'ou clic 'lose the s'stem would a o#t the -econciliation o"e#ation and will #etu#n to the main menu "age(>nl' when 'ou a#e logged in as an %dminist#ato# o# a $anage# 'ou can +iew the )#ee*e o"tion( % logged in use# can onl'&a+e the in"uts and not )#ee*e(

&te" 15 In this e!am"le clic S&ve (;ote: % success message stating that the #e"o#t was sa+ed successfull' is dis"la'ed(

&te" 16 ,lic O, to close the message o! and #etu#n to the main menu "age(,ong#atulationsK Eou ha+e now lea#nt to modif' the #econciliation details of a @an account( &imila#l' 'ou can modif' the#econciliation details of /#easu#' o# Post >ffice accounts(



Page 544 of 633

2(.+ Module Su##&r"

We ha+e now #eached the end of this module on Reconcilin! /&n45Tre&sur"5Post Office Accounts (

In this module we lea#nt to add and modif' #econciliation details of @an /#easu#' and Post office accounts in P-I%&oft(



Page 545 of 633

2+.0 Module M&n&!in! Receiv&bles &nd P&"&bles

2+.1 Module Objectives

Welcome to the module on $anaging -ecei+a les and Pa'a les(


• %dd -ecei+a les(• $odif' -ecei+a les(• Aelete -ecei+a les(• )#ee*e -ecei+a les(• Dnf#ee*e -ecei+a les(• .iew -ecei+a les(• %dd Pa'a les(• $odif' Pa'a les(• Aelete Pa'a les(• )#ee*e Pa'a les(• Dnf#ee*e Pa'a les(• .iew Pa'a les(




Page 546 of 633

2+.2 Overview

-ecei+a les and Pa'a les a#e the amount that an %ccounting ntit' eithe# has to #ecei+e o# to "a' out(

)o# e!am"le: /a! and &ala#ies a#e Pa'a le amounts fo# an %ccounting ntit'(

&imila#l' ad+ances o# amount #ecei+ed in the fo#m of g#ants will e -ecei+a le amounts fo# an %ccounting ntit'(

PRIASoft &llows "ou to record suc tr&ns&ctions under t e -ecei+a les and Pa'a les o*tion under t e /#ansaction #enu.



Page 547 of 633

2+.3 Addin! Receiv&bles

&u""ose 'ou# %ccounting ntit' has #ecei+ed some g#ant and it needs to #eco#d such #ecei+a le details in the P-I%&ofta""lication( It can e done using the Receiv&bles &nd P&"&bles o"tion unde# the Tr&ns&ction menu(


Pre conditionsG

>nl' %dminist#ato# can f#ee*e the #eco#ded details(

Post conditionsG

>nce the #ecei+a le details a#e #eco#ded and sa+ed it can e fu#the# modified(

,lic 7eDt to +iew a demonst#ation on adding -ecei+a les in the P-I%&oft a""lication



Page 548 of 633

2+.$ Addin! Receiv&bles – )e#onstr&tion

&te" 1 >n the P-I%&oft home "age in the Dse#name and Passwo#d fields t'"e in the #eCui#ed use#name and "asswo#d( In thise!am"le we will login as Jilla Pancha'at administ#ato# fo# %nugul Jilla Pancha'at(

&te" 2 > se#+e that 'ou #e di#ected to &elect -ole "age whe#ein 'ou can select 'ou# #ole( ,lic the -ole d#o" down to +iew alist of #oles(

&te" 3 In this e!am"le we will select Jilla Pancha'at %dminist#ato#(

&te" 4 ,lic &u mit to na+igate to the P-I%&oft main menu "age(

&te" 5 >n the P-I%&oft main menu "age clic Tr&ns&ction to e!"and the menu(

&te" 6 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles Add.

;ote: /he Add Receiv&bles &nd P&"&bles "age is dis"la'ed(

> se#+e that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e leftlan (

&te" 7 In the Select Account Fe&d T"*e section select an o"tion to indicate if 'ou# %ccounting ntit' is #ecei+ing o# "a'ingout an amount( In this e!am"le we will select Receiv&ble.

&te" 8 In the Select Sc e#e section select an o"tion to indicate if the funds a#e eing #ecei+ed ' the %ccounting ntit'unde# schemes o# own #esou#ces( In this e!am"le we will select Sc e#e.



(

&te" 9 %fte# selecting the o"tion as Sc e#e in the Select Sc e#e section a Select Sc e#e d#o" down is dis"la'ed( ,licthis d#o" down to +iew a list of a+aila le state and cent#al schemes(

;ote: =e#e onl' those ,ent#al and &tate schemes will e a+aila le fo# selection which has een ma""ed fo# an logged inaccounting entit'(

&te" 10 )#om the list select a scheme( In this e!am"le we will select /&c4w&rd Re!ion r&nt %unds /R %.

Page 549 of 633

&te" 11 >nce 'ou select a scheme the s'stem dis"la's a list of com"onents ma""ed to the selected scheme( Eou can ma e aselection f#om these dis"la'ed com"onents( In this e!am"le we will select the '&*&cit" /uildin! com"onent unde# /&c4w&rdRe!ion r&nt %unds.

;ote: /he s'stem now dis"la's othe# fields such as M&jor Fe&d )ue )&te A#ount 9in Rs.: and so on(

&te" 12 ,lic the M&jor Fe&d d#o" down to +iew a list of ma o# heads a+aila le fo# selection

;ote: /he s'stem dis"la's onl' those ma o# heads that a#e ma""ed at the #ecei"t head side(

&te" 13 In this e!am"le we will select ;((0K'ivil Adv&nces.

;ote: >nce 'ou select a ma o# head the s'stem "#om"ts 'ou to select a mino# head(

&te" 14 ,lic the Minor Fe&d d#o" down to +iew a list of mino# heads( /he mino# heads ma""ed to the selected ma o# headwill e dis"la'ed(

&te" 15 )#om the list select a mino# head( In this e!am"le we will select 102KAdv&nces to A!encies for Eor4s &ndSu**lies.

;ote: >nce 'ou select a mino# head the s'stem "#om"ts 'ou to select a o ect head

&te" 16 ,lic the Object Fe&d d#o" down to +iew a list of o ect heads( /he o ect heads ma""ed to the selected ma o# andmino# head will e dis"la'ed(



&te" 17 )#om the list select an o ect head( In this e!am"le we will select 28KAdv&nce.

&te" 18 In the )ue )&te field t'"e in the due date( In this e!am"le we will t'"e 02501152011.;ote:

Eou can also select a date f#om the Aate Pic e#(Aue Aate should not e mo#e than the cu##ent date and it should e within the set cu##ent financial 'ea# fo# the logged inentit'(

Page 550 of 633

&te" 19 In the A#ount 9in Rs.: field t'"e in the amount 'ou a#e #ecei+ing( In this e!am"le we will t'"e 1000.

&te" 20 In the Received %ro# section select the sou#ce ' which 'ou ha+e #ecei+ed the fund( In this e!am"le we will selectA!enc".

;ote: >nce 'ou select the sou#ce ' which 'ou ha+e #ecei+ed the fund the s'stem dis"la's a list of agencies #esidents linede"a#tments o# em"lo'ees acco#ding to the selection made and "#om"ts 'ou to ma e a selection out of those(

&te" 21 ,lic the A!enc" d#o" down to +iew of agencies a+aila le fo# selection(

;ote: =e#e onl' those agencies #esidents line de"a#tments o# em"lo'ees will e a+aila le fo# selection which ha+e een c#eatedand sa+ed ' the logged in entit'(

&te" 22 )#om the list select the agenc' f#om which 'ou ha+e #ecei+ed the fund( In this e!am"le we will select API'O=//SR.

;ote: /he#e a#e fou# o"tions on this "age( S&ve %ree6e 'le&r and 'lose.

,lic ing S&ve sa+es the info#mation howe+e# 'ou can #eo"en the t#ansaction and modif' the details late#( ,lic ing %ree6e willf#ee*e the t#ansaction the#e ' "#e+enting an' fu#the# modification( % f#ee*ed t#ansaction should e unf#ee*ed fi#st to ma echanges in it(

,lic ing 'le&r will e#ase all the details ente#ed in the field and 'ou can #e ente# them(

,lic ,lose to close the Add Receiv&bles &nd P&"&bles "age(




&te" 24 % success message o! stating that #ecei+a le and "a'a le sa+ed successfull' is dis"la'ed( ,lic O, to close themessage o!(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add -ecei+a les details fo# an accounting entit'(

Page 551 of 633



2+.+ Modif"in! Receiv&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles Modif".

;ote: /he Modif" Receiv&bles &nd P&"&bles "age is dis"la'ed it dis"la's a Se&rc 'riteri& section( Eou can ente# detailsin an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the #ecei+a le details that 'ou want to modif'(

&te" 3 In this e!am"le we will sea#ch fo# #ecei+a le details using its Aue Aate( In the Se&rc 'riteri& section in the )ue

)&te field t'"e in the date as 0251152011.

&te" 4 ,lic Se&rc .

;ote: > se#+e that onl' one -ecei+a le detail is dis"la'ed fo# the selected Aue Aate(

&te" 5 &elect the -ecei+a le detail that is dis"la'ed as a #esult of the sea#ch(

&te" 6 ,lic Sub#it.

;ote: > se#+e that Modif" Receiv&bles &nd P&"&bles "age is dis"la'ed( %l#ead' sa+ed #ecei+a le details can e modifiedhe#e( In this e!am"le we will modif' the amount agenc' and "a#ticula#s details(

&te" 7 In the A#ount 9in Rs.: field t'"e 2000 to modif' amount(

&te" 8 ,lic the A!enc" d#o" down(



&te" 9 )#om the list select an agenc' to modif' the e!isting agenc' details( In this e!am"le we will select AS'O A7 =.

&te" 10 In the P&rticul&rs te!t o! modif' the details of the t#ansaction( In this e!am"le we will t'"e Received Rs.2000 fro# AS'O A7 =.

&te" 11 ,lic S&ve to sa+e the modified details(

Page 553 of 633

&te" 12 % success message o! stating that the modified details we#e u"dated successfull' is dis"la'ed( ,lic O, to closethe message o!(

&te" 13 ,lic 'lose the close the Modif" Receiv&bles &nd P&"&bles "age(

&te" 14 % message o! stating L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH is dis"la'ed(,lic es to close the message o! and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to modif' -ecei+a le details fo# an entit'(



Page 554 of 633

2+.8 )eletin! Receiv&bles

If 'ou ha+e #eco#ded w#ong #ecei+a le details and now 'ou want to delete it (Eou can delete this #ecei+a le details unde# theTr&ns&ction menu(


Pre conditionsG-ecei+a le details should al#ead' e #eco#ded and sa+ed to delete it(

Post conditionGAeleted #ecei+a le details will not e fu#the# +isi le in P-I%&oft(

,lic 7eDt to +iew a demonst#ation on deleting -ecei+a les in the P-I%&oft a""lication(



Page 555 of 633

2+.; )eletin! Receiv&bles )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles )elete.

;ote: /he )elete Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the #ecei+a le details that 'ou want todelete(

&te" 3 In this e!am"le we will sea#ch fo# #ecei+a le details using its Aue Aate( In the Se&rc 'riteri& section in the )ue)&te field t'"e in the date as 0251152011.

&te" 4 ,lic Se&rc .



&te" 6 ,lic )elete.

&te" 7 % success message o! stating that the -ecei+a le detail was deleted successfull' is dis"la'ed( ,lic O, to close themessage o!(

&te" 8 ,lic 'lose the close the )elete Receiv&bles &nd P&"&bles "age(



,ong#atulationsK Eou ha+e now lea#nt to delete -ecei+a le details fo# an entit'(

Page 556 of 633

2+.> %ree6in! Receiv&bles

%fte# #ectif'ing -ecei+a le details 'ou want to f#ee*e it so that no mo#e changes can e made to it(


Pre conditionsG-ecei+a le details should al#ead' e sa+ed to f#ee*e it(

Post conditionG)#ee*ed #ecei+a le details cannot e modified fu#the#(

,lic 7eDt to +iew a demonst#ation on f#ee*ing -ecei+a les in the P-I%&oft a""lication(



Page 557 of 633

2+.10 %ree6in! Receiv&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles %ree6e.

;ote: /he %ree6e Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the #ecei+a le details that 'ou want tof#ee*e(


&te" 4 ,lic Se&rc .

;ote: > se#+e that onl' one -ecei+a le detail is dis"la'ed fo# the selected Aue Aate( We can also o se#+e that themodifications made ea#lie# in this module such as the A#ount Received %ro# and P&rticul&rs ha+e een u"dated as "e#the sa+ed changes(


&te" 6 ,lic %ree6e.

&te" 7 % success message o! stating that the #ecei+a le detail was f#ee*ed successfull' is dis"la'ed( ,lic O, to close themessage o!(

&te" 8 lic 'lose the close the %ree6e Receiv&bles &nd P&"&bles "age(



&te 8 ,lic lose the close the %ree6e Receiv&bles &nd P& &bles age(


,ong#atulationsK Eou ha+e now lea#nt to f#ee*e -ecei+a le details fo# an entit'(

Page 558 of 633

2+.11 nfree6in! Receiv&bles

%fte# f#ee*ing -ecei+a le details if 'ou #eali*e that the#e is some change that is #eCui#ed 'ou cannot ma e that changeunless 'ou unf#ee*e the t#ansaction(


Pre conditionsG-ecei+a le details should al#ead' e f#ee*ed to unf#ee*e it(

Post conditionGDnf#ee*ed #ecei+a le details will e a+aila le fo# fu#the# modification sa+ing and f#ee*ing(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing -ecei+a les in the P-I%&oft a""lication(



Page 559 of 633

2+.12 n%ree6in! Receiv&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles nfree6e.

;ote: /he n%ree6e Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the #ecei+a le details that 'ou want tounf#ee*e(


&te" 4 ,lic Se&rc .



&te" 6 ,lic nfree6e.

&te" 7 % success message o! stating that the #ecei+a le detail was unf#ee*ed successfull' is dis"la'ed( ,lic O, to closethe message o!(

&te" 8 ,lic 'lose the close the n%ree6e Receiv&bles &nd P&"&bles "age(

&te" 9 % message o! stating L )&t& entered b" "ou would not be s&ved Eould "ou li4e to continueH is dis"la'ed(



&te 9 % message o! stating L )&t& entered b ou would not be s&ved. Eould ou li4e to continueH is dis la ed(,lic es to close the message o! and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to unf#ee*e -ecei+a le details fo# an entit'(

Page 560 of 633

2+.13 Biewin! Receiv&bles

%fte# modif'ing a t#ansaction 'ou ma' want to +iew it to chec if the changes a#e #eflecting( Eou can +iew the changesunde# the Tr&ns&ction menu(


Pre conditionsG-ecei+a le details should al#ead' e #eco#ded in P-I%&oft to +iew it(

,lic 7eDt to +iew a demonst#ation on +iewing -ecei+a les in the P-I%&oft a""lication(



Page 561 of 633

2+.1$ Biewin! Receiv&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles Biew.

;ote: /he Biew Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the #ecei+a le details that 'ou want to+iew(


&te" 4 ,lic Se&rc .


;ote: > se#+e that the #eco#ded -ecei+a le detail is dis"la'ed( It also dis"la's othe# details "e#taining to the t#ansactionsuch as Fe&ds of Account )ue )&te A#ount 9in Rs.: Received %ro#5 P&"&ble to and P&rticul&rs.

;ote: Eou can also +iew the -ecei+a le details unde# the -e"o#ts menu( >n the P-I%&oft main menu "age 'ou can chooseRe*orts Re!ister of Receiv&bles &nd P&"&bles ( )o# mo#e details on this 'ou can #efe# to the module $anaging -e"o#ts(

&te" 5 /he#e a#e two uttons dis"la'ed on the Biew Receiv&bles &nd P&"&bles "age 'lose and Print. Eou can clicPrint to "#int out the #ecei+a le details that a#e dis"la'ed on the "age( ,lic ing 'lose will close the Biew Receiv&bles &ndP&"&bles "age( In this e!am"le we will clic 'lose to close the Biew Receiv&bles &nd P&"&bles "age and #etu#n to theP-I%&oft main menu "age(



P I%&oft main menu age(

,ong#atulationsK Eou ha+e now lea#nt to +iew a -ecei+a le detail fo# an entit'(

Page 562 of 633

2+.1( Addin! P&"&bles

&u""ose 'ou# %ccounting ntit' has to "a' out sala#ies to P-I officials and it needs to #eco#d such "a'a le details in theP-I%&oft a""lication( It can e done using the Receiv&bles &nd P&"&bles o"tion unde# the Tr&ns&ction menu(


Pre conditionsG

>nl' %dminist#ato# can f#ee*e the #eco#ded "a'a le details(

Post conditionsG

>nce the "a'a le details a#e #eco#ded and sa+ed it can e fu#the# modified(

,lic 7eDt to +iew a demonst#ation on adding Pa'a les in the P-I%&oft a""lication(



Page 563 of 633

2+.1+ Addin! P&"&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles Add.

;ote: /he Add Receiv&bles &nd P&"&bles "age is dis"la'ed(

> se#+e that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e leftlan (

&te" 3 In the Select Account Fe&d T"*e section select an o"tion to indicate if 'ou# %ccounting ntit' is #ecei+ing o#"a'ing out an amount( In this e!am"le we will select P&"&ble.

&te" 4 In the Select Sc e#e section select an o"tion to indicate that amount a#e eing "aid ' the %ccounting ntit'unde# schemes o# own #esou#ces( In this e!am"le we will select Own Resources.

&te" 5 ,lic the M&jor Fe&d d#o" down to +iew a list of ma o# heads(

&te" 6 )#om the list select a ma o# head( In this e!am"le we will select 2(1(KP&nc &"&ti R&j Pro!r&#s.

;ote: >nce 'ou select a ma o# head the s'stem "#om"ts 'ou to select a mino# head(

&te" 7 ,lic the Minor Fe&d d#o" down to +iew a list of mino# heads( /he mino# heads ma""ed to the selected ma o#head will e dis"la'ed(

&te" 8 )#om the list select a mino# head( In this e!am"le we will select 101KAdv&nces to A!encies for Eor4s &nd



) (Su**lies.

;ote: >nce 'ou select a mino# head the s'stem "#om"ts 'ou to select a o ect head

&te" 9 ,lic the Object Fe&d d#o" down to +iew a list of o ect heads(

Page 564 of 633

&te" 10 )#om the list select an o ect head( In this e!am"le we will select 12KAd#inistr&tive D*enses.

&te" 11 In the )ue )&te field t'"e in the due date( In this e!am"le we will t'"e 02501152011.

;ote:Eou can also select a date f#om the Aate Pic e#(Aue Aate should not e mo#e than the cu##ent date and it should e within the set cu##ent financial 'ea# fo# thelogged in entit'(

&te" 12 In the A#ount 9in Rs.: field t'"e in the amount 'ou a#e "a'ing( In this e!am"le we will t'"e 1000.

&te" 13 In the P&"&ble to section select the sou#ce to which 'ou a#e "a'ing the amount( In this e!am"le we will select#*lo"ee.

;ote: %fte# 'ou select the sou#ce to whom 'ou a#e "a'ing the amount the s'stem dis"la's a list of agencies #esidents linede"a#tments o# em"lo'ees acco#ding to the selection made and "#om"ts 'ou to ma e a selection out of those(

&te" 14 ,lic the #*lo"ee d#o" down to +iew a list of em"lo'ees a+aila le fo# the selection(

;ote: =e#e onl' those agencies #esidents line de"a#tments o# em"lo'ees will e a+aila le fo# selection which ha+e eenc#eated and sa+ed ' the logged in entit'(

&te" 15 )#om the list select the em"lo'ee to whom 'ou a#e "a'ing the funds( In this e!am"le we will select A=O,MISFRA.

&te" 16 In the P&rticul&rs section t'"e in a desc#i"tion fo# the t#ansaction( In this e!am"le we will t'"e Rs. 1000 *&idto e#*lo"ee Alo4 Mis r&.



Page 565 of 633

;ote: /he#e a#e fou# o"tions on this "age( S&ve %ree6e 'le&r and 'lose.

,lic ing S&ve sa+es the info#mation howe+e# 'ou can #eo"en the t#ansaction and modif' the details late#( ,lic ing %ree6e will f#ee*e the t#ansaction the#e ' "#e+enting an' fu#the# modification( % f#ee*ed t#ansaction should e unf#ee*ed fi#st toma e changes in it(

,lic ing 'le&r will e#ase all the details ente#ed in the field and 'ou can #e ente# them(

,lic ,lose to close the Add Receiv&bles &nd P&"&bles "age(


&te" 18 % success message o! stating that #ecei+a le and "a'a le sa+ed successfull' is dis"la'ed( ,lic O, to close themessage o!(

,ong#atulationsK Eou ha+e now lea#nt to successfull' add Pa'a le details fo# an entit'(



Page 566 of 633

2+.18 Modif"in! P&"&bles

&u""ose 'ou ha+e made a w#ong ent#' while #eco#ding Pa'a le details(

Eou need to #ectif' it ' modif'ing the "a'a le details(


Pre conditionsG

Aetails should al#ead' e #eco#ded and sa+ed to fu#the# modif' it(

,lic 7eDt to +iew a demonst#ation on modif'ing Pa'a les in the P-I%&oft a""lication(



Page 567 of 633

2+.1; Modif"in! P&"&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles Modif".

;ote: /he Modif" Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the "a'a le details that 'ou want tomodif'(

&te" 3 In this e!am"le we will sea#ch fo# "a'a le details using its Aue Aate( In the Se&rc 'riteri& section in the )ue)&te field t'"e in the date as 0251152011.

&te" 4 ,lic Se&rc .

;ote: > se#+e that onl' one Pa'a le detail is dis"la'ed fo# the selected Aue Aate(

&te" 5 &elect the "a'a le detail that is dis"la'ed as a #esult of the sea#ch(

&te" 6 ,lic Sub#it.

;ote: > se#+e that Modif" Receiv&bles &nd P&"&bles "age is dis"la'ed( %l#ead' sa+ed "a'a le details can e modifiedhe#e( In this e!am"le we will modif' the amount and em"lo'ee details as well as the P&rticul&rs.

&te" 7 In the A#ount 9in Rs.: field t'"e 2000 to modif' the amount(



&te" 8 ,lic the #*lo"ee d#o" down(

&te" 9 )#om the list select an em"lo'ee to modif' the e!isting em"lo'ee details( In this e!am"le we will select/A7A=ATA SAFOO.

Page 568 of 633

&te" 10 In the P&rticul&rs te!t o! modif' the details of the t#ansaction( In this e!am"le we will t'"e Rs. 2000 *&id toe#*lo"ee /&n&l&t& S& oo.

&te" 11 ,lic S&ve to sa+e the modified details(

&te" 12 % success message o! stating that the modified details we#e u"dated successfull' is dis"la'ed( ,lic O, to closethe message o!(

&te" 13 ,lic 'lose the close the Modif" Receiv&bles &nd P&"&bles "age(


,ong#atulationsK Eou ha+e now lea#nt to modif' Pa'a le details of an entit'(



Page 569 of 633

2+.1> )eletin! P&"&bles

If 'ou ha+e #eco#ded a w#ong t#ansaction 'ou ma' want to delete it(

Eou can delete t#ansactions unde# the Tr&ns&ction menu(


Pre conditionsGPa'a le details should al#ead' e #eco#ded and sa+ed to delete it(

Post conditionGAeleted "a'a le details will not e fu#the# +isi le in P-I%&oft(

,lic 7eDt to +iew a demonst#ation on deleting Pa'a les in the P-I%&oft a""lication(



Page 570 of 633

2+.20 )eletin! P&"&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles )elete.

;ote: /he )elete Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the "a'a le details that 'ou want todelete(


&te" 4 ,lic Se&rc .



&te" 6 ,lic )elete.

&te" 7 % success message o! stating that the "a'a le detail was deleted successfull' is dis"la'ed( ,lic O, to close themessage o!(

&te" 8 ,lic 'lose the close the )elete Receiv&bles &nd P&"&bles "age(

,ong#atulationsK Eou ha+e now lea#nt to delete Pa'a le details fo# an entit'(



Page 571 of 633

2+.21 %ree6in! P&"&bles

%fte# #ectif'ing Pa'a le details 'ou want to f#ee*e it so that no mo#e changes can e made to it(


Pre conditionsGPa'a le details should al#ead' e sa+ed to f#ee*e it(

Post conditionG)#ee*ed "a'a le details cannot e modified fu#the#(

,lic 7eDt to +iew a demonst#ation on f#ee*ing Pa'a les in the P-I%&oft a""lication(



Page 572 of 633

2+.22 %ree6in! P&"&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles %ree6e.

;ote: /he %ree6e Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the "a'a le details that 'ou want tof#ee*e(


&te" 4 ,lic Se&rc .


&te" 5 &elect the Pa'a le detail that is dis"la'ed as a #esult of the sea#ch(

&te" 6 ,lic %ree6e.

&te" 7 % success message o! stating that the "a'a le detail was f#ee*ed successfull' is dis"la'ed( ,lic O, to close themessage o!(

&te" 8 ,lic 'lose to close the %ree6e Receiv&bles &nd P&"&bles "age(

&te" 9 % message o! stating L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH is dis"la'ed(li t l th g ! d # t # t th P I%& ft i " g (



,lic es to close the message o! and #etu#n to the P-I%&oft main menu "age(

,ong#atulationsK Eou ha+e now lea#nt to f#ee*e Pa'a le details fo# an entit'(

Page 573 of 633

2+.23 nfree6in! P&"&bles

%fte# f#ee*ing Pa'a le details if 'ou #eali*e that the#e is some change that is #eCui#ed 'ou cannot ma e that change unless'ou unf#ee*e the t#ansaction(


Pre conditionsGPa'a le details should al#ead' e f#ee*ed to unf#ee*e it(

Post conditionGDnf#ee*ed "a'a le details will e a+aila le fo# fu#the# modification sa+ing and f#ee*ing(

,lic 7eDt to +iew a demonst#ation on unf#ee*ing Pa'a les in the P-I%&oft a""lication(



Page 574 of 633

2+.2$ nfree6in! P&"&bles )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles nfree6e.

;ote: /he nfree6e Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the "a'a le details that 'ou want tounf#ee*e(


&te" 4 ,lic Se&rc .



&te" 6 ,lic nfree6e.

&te" 7 % success message o! stating that the "a'a le detail was unf#ee*ed successfull' is dis"la'ed( ,lic O, to close themessage o!(

&te" 8 ,lic 'lose the close the n%ree6e Receiv&bles &nd P&"&bles "age(

&te" 9 % message o! stating L )&t& entered b" "ou would not be s&ved. Eould "ou li4e to continueH is dis"la'ed(lic es to close the message o! and #etu#n to the P I%&oft main menu "age(



,lic es to close the message o! and #etu#n to the P-I%&oft main menu age(

,ong#atulationsK Eou ha+e now lea#nt to unf#ee*e a "a'a le details fo# an entit'(

Page 575 of 633

2+.2( Biewin! P&"&bles

%fte# modif'ing a t#ansaction 'ou ma' want to +iew it to chec if the changes a#e #eflecting( Eou can +iew the changesunde# the Tr&ns&ction menu(


Pre conditionsGPa'a le details should al#ead' e #eco#ded in P-I%&oft to +iew it(

,lic 7eDt to +iew a demonst#ation on +iewing Pa'a les in the P-I%&oft a""lication(



Page 576 of 633

2+.2+ Biewin! P&"&bles – )e#onstr&tion


&te" 2 Dnde# Ot er Tr&ns&ctions choose Receiv&bles &nd P&"&bles Biew.

;ote: /he Biew Receiv&bles &nd P&"&bles "age is dis"la'ed and it dis"la's a Se&rc 'riteri& section( Eou can ente#details in an' of the fields dis"la'ed unde# the Se&rc 'riteri& section to sea#ch fo# the "a'a le details that 'ou want to+iew(


&te" 4 ,lic Se&rc .


;ote: > se#+e that the #eco#ded "a'a le detail is dis"la'ed( It also dis"la's othe# details "e#taining to the t#ansaction suchas Fe&ds of Account )ue )&te A#ount 9in Rs.: Received %ro#5 P&"&ble to and P&rticul&rs.;ote: Eou can also +iew the Pa'a le details unde# the -e"o#ts menu( >n the P-I%&oft main menu "age 'ou can chooseRe*orts Re!ister of Receiv&bles &nd P&"&bles ( )o# mo#e details on this 'ou can #efe# to the module $anaging -e"o#ts(

&te" 5 /he#e a#e two uttons dis"la'ed on the Biew Receiv&bles &nd P&"&bles "age 'lose and Print. Eou can clicPrint to "#int out the details of the t#ansaction that a#e dis"la'ed on the "age( ,lic ing 'lose will close the BiewReceiv&bles &nd P&"&bles "age( In this e!am"le we will clic 'lose to close the Biew Receiv&bles &nd P&"&bles "ageand #etu#n to the P-I%&oft main menu "age(

ong#atulationsK Eou ha+e now lea#nt to +iew "a'a le details fo# an entit'(



,ong#atulationsK Eou ha+e now lea#nt to +iew a a le details fo# an entit (

Page 577 of 633

2+.28 Module Su##&r"We ha+e now #eached the end of this module on M&n&!in! Receiv&bles &nd P&"&bles.

In this module we lea#nt to:

• %dd -ecei+a les(• $odif' -ecei+a les(• Aelete -ecei+a les(• )#ee*e -ecei+a les(• Dnf#ee*e -ecei+a les(•

.iew -ecei+a les(• %dd Pa'a les(• $odif' Pa'a les(• Aelete Pa'a les(• )#ee*e Pa'a les(• Dnf#ee*e Pa'a les(• .iew Pa'a les(



Page 578 of 633

28.0 Module M&n&!in! Re*orts28.1 Module Objectives

Welcome to the module on M&n&!in! Re*orts (

In this module 'ou will lea#n to +iew the following #e"o#ts of Jilla "ancha'at(

Aa' @oo$onthl' ,ash @oo&cheme wise ,ash @oo?edge# @ooGou#nal @oo&cheme Wise ,heCue -ecei"t -egiste#&cheme Wise ,heCue Issue -egiste#-egiste# of %d+ances-egiste# of -ecei+a les and Pa'a les%nnual -ecei"ts and Pa'ments %ccounts,onsolidated % st#act -egiste#$onthl' -econciliation &tatement -e"o#t&toc -egiste#>"ening @alance -e"o#t@an &cheme Wise ?ist of %ccounts

/his module should ta e a""#o!imatel' 1 hou# 45 minutes to com"lete(



Page 579 of 633

28.2 Overview

/he P-I%&oft a""lication gene#ates all #e"o#ts in fo#mat "#esc#i ed in Model Accountin! S"ste# 9MAS: fo# "ancha'atased on the sea#ch c#ite#ia ente#ed( /hese #e"o#ts #eflect all #eco#ded t#ansactions( /he #e"o#ts ena le 'ou to ha+e +a#ious

+iews such as da' monthl' 'ea#l' scheme wise cash oo of the ente#ed -ecei"t Pa'ment ,ont#a and Gou#nal.ouche#s(



Page 580 of 633

28.3 )&" /oo4 Re*ort/he Aa' @oo is a consolidated #e"o#t of t#ansaction such as -ecei"t Pa'ment and ,ont#a .ouche#s that ha+e een#eco#ded fo# a da'( Eou can +iew the Aa' @oo #e"o#t afte# closing the Aa' @oo fo# a s"ecific da'( /his #e"o#t #eflects all thet#ansactions i(e( -ecei"t Pa'ment ,ont#a which #eflects the cash alance( Gou#nal +ouche# ent#ies a#e not #eflected he#e asit is #ectification ent#' and does not affect the cash alance(

%n' autho#ised use# can +iew Aa' @oo #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


I#*ort&nt Infor#&tion/he Aa' @oo of a s"ecific date should ideall' e closed to +iew the Aa' @oo #e"o#t fo# that date(%ll -ecei"t ent#ies a#e dis"la'ed on the left side of the Aa' @oo (%ll Pa'ment ent#ies a#e dis"la'ed on the #ight side of the Aa' @oo (%ll ,ont#a ent#ies a#e dis"la'ed on oth sides of the Aa' @oo asicall' ecause it #eflects fund mo+ement f#om onesou#ce to anothe# within same scheme(

,lic 7eDt to +iew a demonst#ation on +iewing a Aa' @oo #e"o#t(



Page 581 of 633

28.$ )&" /oo4 Re*ort – )e#onstr&tion&te" 1 ;ote >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and "asswo#d( In this

e!am"le we will login as Jilla "ancha'at administ#ato# fo# Anu!ul Jilla Pancha'at(&te" 2 > se#+e that 'ou a#e di#ected to Select role "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o" down to +iew a list of

#oles(

&te" 3 )#om the list In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.



&te" 6 Dnde# Re*orts select )&" /oo4 to +iew the Aa' @oo fo# a "a#ticula# da' which asicall' #eflects all the +ouche#s #eco#ded onthe "a#ticula# da'(

;ote: > se#+e that )&" /oo4 "age is dis"la'ed(

&te" 7 >n the )&" /oo4 "age in the )&te field t'"e the date fo# which 'ou want to +iew the Aa' @oo #e"o#t( Eou can also select the+ouche# date using the )&te Pic4er '&lend&r dis"la'ed ne!t to the )&te field( In this e!am"le we will t'"e 0150$52010 (

&te" 8 ,lic Biew Re*ort (



Page 582 of 633

;ote: %fte# 'ou clic Biew Re*ort the #e"o#t titled )&" /oo4 of Anu!ul @ill& P&nc &"&t fo# the date 01 04 2010 is dis"la'ed(/his #e"o#t com"#ises of two sections Recei*ts and P&"#ents (

;ote: If 'ou select to +iew the Aa' @oo fo# the fi#st da' of financial 'ea# the #e"o#t would dis"la' >@ >"ening @alance details as "e#the closing alance of the last 'ea# in ,ash in =and @an t#easu#' "ost office accounts( =owe+e# if 'ou +iew the Aa' @oo fo#su seCuent da's the #e"o#t would dis"la' diffe#ent amount fo# >@( /his is ecause all the +ouche#s #eco#ded in these da's would affectthe >@ the#efo#e the >@ +alue ma' eithe# e lesse# o# g#eate# than the +alue de"icted fo# the fi#st da' of financial 'ea#( > se#+e thatthe >"ening @alance #ow dis"la's the cu##ent o"ening alance a+aila le as ,ash in =and in t#easu#' accounts an accounts and in"ost office accounts(

In the Recei*ts section of this #e"o#t 'ou can +iew details of all #ecei"ts #eco#ded and in the P&"#ents section 'ou can +iew details ofall "a'ments made( ach of these sections has fou# columns )&te Bouc er 7o ' eNue 7o and A#ount 9in Rs.:. )&te dis"la's thedate on which a s"ecific +ouche# was oo ed( Bouc er 7o dis"la's the uniCue auto gene#ated +ouche# num e# gene#ated afte##eco#ding the +ouche#( /his +ouche# num e# is in a s"ecific fo#mat( /he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l e&r5Bouc ert"*e5 Auto !ener&ted vouc er nu#ber ( ,onside# the e!am"le whe#e the +ouche# num e# is TF%'52010 20115R58 ( /his indicatesthe following:

• TF%' N Aenotes the scheme name /hi#teenth )inance ,ommission unde# which the +ouche# was #eco#ded(• 2010 2011 N Aenotes the set financial 'ea#• R N Aenotes the t'"e of +ouche# which in this case is a -ecei"t .ouche#• 8 N Aenotes the se#ial num e# of the +ouche#( /his +ouche# was the 7 th +ouche# #eco#ded in the s'stem

If the mode of #ecei"t was cheCue while #eco#ding an' +ouche# then the co##es"onding cheCue no( will e dis"la'ed he#e unde# cheCue

no( column(

'l&ssific&tion dis"la's the Sc e#e 7&#e and the co##es"onding Account Fe&d cl&ssific&tions unde# which the +ouche# was#eco#ded( In this e!am"le the Sc e#e 7&#e is T irteent %in&nce 'o##ission ( Dnde# Sc e#e 7&#e the %ccount =eadclassifications ased on the $a o# =ead $ino# =ead and > ect =ead a#e dis"la'ed( In this e!am"le the %ccount =ead details a#e 1+01101 T1 ( P&rticul&rs dis"la' a detailed desc#i"tion of the +ouche#(In this e!am"le the desc#i"tion unde# P&rticul&rs is )irect Recei*t



fro# 'entr&l overn#ent.

/he A#ount 9in Rs.: column is fu#the# su di+ided into fou# columns '&s Tre&sur" P) Account /&n4 &nd Post Office ( If theamount is #ecei+ed as cash di#ectl' ' Pancha'at in hand then this amount is dis"la'ed in the '&s column( If the funds we#e #ecei+edin the /#easu#' %ccount @an %ccount o# Post >ffice %ccount then this amount is dis"la'ed in the Tre&sur" P) Account /&n4 and

Post Office columns #es"ecti+el'(

Page 583 of 633

/he details dis"la'ed in the P&"#ents section a#e in same fo#mat as dis"la'ed in the Recei*t section( /his section dis"la's info#mation"e#taining to all Pa'ment .ouche#s #eco#ded on the selected date(

/he tot&l in #ecei"t section dis"la' total amount #ecei+ed unde# "a#ticula# ,ash in =and @an t#easu#' "ost office accounts on that da'whe#eas as tot&l in "a'ment section dis"la' total amount "aid using "a#ticula# ,ash in =and @an t#easu#' "ost office accounts on thatda'(

/he 'losin! /&l&nce fo# "a#ticula# ,ash in =and @an t#easu#' "ost office accounts fo# a s"ecific da' is com"uted ased on #ecei"t and"a'ment #eco#ded using them( =e#e the closing alance fo# the one da' ecomes the o"ening alance of the ne!t da'( =e#e ,losing@alance is calculated on the asis of ,losing @alance[>"ening @alance Z -ecei"ts Pa'ments (

&te" 9 ,lic 'lose to #etu#n to the )&" /oo4 "age(

&te" 10 >n the )&" /oo4 "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the Aa' @oo #e"o#t(



Page 584 of 633

28.( Mont l" '&s /oo4 Re*ort

/he $onthl' ,ash @oo is a consolidated #e"o#t of all t#ansaction such as -ecei"t Pa'ment and ,ont#a .ouche#s that ha+eeen #eco#ded fo# a "a#ticula# month( Eou can +iew the $onthl' @oo #e"o#t afte# closing the $onthl' @oo fo# a s"ecific

month(

%n' autho#ised use# can +iew $onthl' ,ash @oo #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


I#*ort&nt Infor#&tionG/he month oo of "a#ticula# month should ideall' e closed to +iew the monthl' cash oo (%ll -ecei"t ent#ies a#e dis"la'ed on the left side of the monthl' cash oo (%ll Pa'ment ent#ies a#e dis"la'ed on the #ight side of the monthl' cash oo (%ll ,ont#a ent#ies a#e dis"la'ed on oth sides of the monthl' cash oo asicall' ecause it #eflects fund mo+ementf#om one sou#ce to anothe# within same scheme(

,lic 7eDt to +iew a demonst#ation on +iewing a $onthl' ,ash @oo #e"o#t(



Page 585 of 633

28.+ Mont l" '&s /oo4 Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts select Mont l" '&s /oo4 to +iew the month oo of "a#ticula# month which asicall' #eflects all +ouche#s#eco#ded fo# that "a#ticula# month

;ote: /he '&s /oo4 Re*ort 9%or#&t 3: "age is dis"la'ed(

&te" 3 >n the '&s /oo4 Re*ort 9%or#&t 3: "age select the o"tion in which 'ou want to +iew the $onthl' ,ash @oo ( In thise!am"le we will select Mont wise to +iew monthl' cash oo (

;ote: Eou can select )&te R&n!e wise o"tion to +iew monthl' cash oo within a "a#ticula# date #ange( If 'ou select the )&te R&n!ewise o"tion a Aate -ange section is dis"la'ed( /his section has two fields %ro# )&te and To )&te. ;otice that these fields ma# edwith a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left lan (

&te" 4 ,lic the %in&nci&l e&r d#o" down to select the financial 'ea# fo# which 'ou want to +iew the $onthl' ,ash @oo ( In thise!am"le we will select 2010 2011.

&te" 5 ,lic the Mont d#o" down to select the month fo# which 'ou want to +iew the #e"o#t( In this e!am"le we will select A*ril.

;ote: /he AnneDure wit Rectific&tion ent#ies o"tion is e"t at 7o ' default .




Page 586 of 633

;ote: %fte# 'ou clic Biew Re*ort the #e"o#t titled '&s /oo4 of @ill& P&nc &"&tG Anu!ul fo# the month of %"#il )inancial Eea# 20102011 ,onsolidated is dis"la'ed(

/his #e"o#t com"#ises of two sections Recei*ts and P&"#ents (

/he >"ening @alance #ow dis"la's the cu##ent o"ening alance a+aila le as ,ash in =and in t#easu#' accounts an accounts and in"ost office accounts(

In the Recei*ts section of this #e"o#t 'ou can +iew details of all #ecei"ts #eco#ded and in the P&"#ents section 'ou can +iew details ofall "a'ments made( ach of these sections has fou# columns )&te Bouc er 7o ' eNue 7o and A#ount 9in Rs.:. )&te dis"la's thedate on which a s"ecific +ouche# was oo ed( Bouc er 7o dis"la's the uniCue auto gene#ated +ouche# num e# gene#ated once the+ouche# was #eco#ded( /his +ouche# num e# is in a s"ecific fo#mat( /he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l e&r5Bouc ert"*e5 Auto !ener&ted vouc er nu#ber ( ,onside# the e!am"le whe#e the +ouche# num e# is TF%'52010 20115R58 ( /his indicatesthe following:

• TF%' N Aenotes the scheme name /hi#teenth )inance ,ommission fo# which the +ouche# was c#eated• 2010 2011 N Aenotes the set financial 'ea#• R N Aenotes the t'"e of +ouche# which in this case is a -ecei"t .ouche#• 8 N Aenotes the se#ial num e# of the +ouche#( /his +ouche# was the 7 th +ouche# #eco#ded in the s'stem

If the mode of #ecei"t was cheCue while #eco#ding an' +ouche# then the co##es"onding cheCue no( will e dis"la'ed he#e unde# cheCueno( column(

'l&ssific&tion dis"la's the Sc e#e 7&#e and the co##es"onding %ccount =ead classifications unde# which the +ouche# was oo ed( In

this e!am"le the Sc e#e 7&#e is T irteent %in&nce 'o##ission ( Dnde# Sc e#e 7&#e the %ccount =ead classifications asedon the $a o# =ead $ino# =ead and > ect =ead a#e dis"la'ed( In this e!am"le the %ccount =ead details a#e 1+01 101 T1 (P&rticul&rs dis"la' a detailed desc#i"tion of the +ouche#( In this e!am"le the desc#i"tion unde# P&rticul&rs is )irect Recei*t fro#'entr&l overn#ent.

/he A#o nt 9in Rs : col mn is f #the# s di+ided into fo # col mns '&s Tre&s r" P) Acco nt /&n4 &nd Post Office ( If the



/he A#ount 9in Rs.: column is fu#the# su di+ided into fou# columns '&s Tre&sur" P) Account /&n4 &nd Post Office ( If theamount is #ecei+ed as cash di#ectl' ' Pancha'at in hand then this amount is dis"la'ed in the '&s column( If the funds we#e #ecei+edin the /#easu#' %ccount @an %ccount o# Post >ffice %ccount then this amount is dis"la'ed in the Tre&sur" P) Account /&n4 andPost Office columns #es"ecti+el'(

Page 587 of 633

/he details dis"la'ed in the P&"#ents section a#e in same fo#mat as dis"la'ed in the Recei*t section( /his section dis"la's info#mation"e#taining to all Pa'ment .ouche#s #eco#ded in the selected month(

/he tot&l in #ecei"t section dis"la' total amount #ecei+ed unde# "a#ticula# ,ash in =and @an t#easu#' "ost office accounts in thatmonth whe#eas as tot&l in "a'ment section dis"la' total amount "aid using "a#ticula# ,ash in =and @an t#easu#' "ost office accountsin that month(

/he 'losin! /&l&nce fo# "a#ticula# ,ash in =and @an t#easu#' "ost office accounts fo# a s"ecific month is com"uted ased on #ecei"tand "a'ment #eco#ded using them( =e#e the closing alance fo# the one month ecomes the o"ening alance of the ne!t month( =e#e,losing @alance is calculated on the asis of ,losing @alance[>"ening @alance Z -ecei"ts Pa'ments (

&te" 7 >n the '&s /oo4 Re*ort 9%or#&t 3: "age clic 'lose to #etu#n to the P-I%&oft main menu "age .

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the $onthl' ,ash @oo #e"o#t(



Page 588 of 633

28.8 Sc e#e Eise '&s /oo4 Re*ort

/his -e"o#t facilitates us to +iew the &cheme Wise ,ash @oo (

%n' autho#ised use#s can +iew &cheme Wise ,ash @oo #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


I#*ort&nt Infor#&tionG%ll -ecei"t ent#ies a#e dis"la'ed on the left side of the &cheme Wise ,ash @oo (%ll Pa'ment ent#ies a#e dis"la'ed on the #ight side of the &cheme Wise ,ash @oo (

%ll ,ont#a ent#ies a#e dis"la'ed on oth sides of the &cheme Wise ,ash @oo asicall' ecause it #eflects fund mo+ementf#om one sou#ce to anothe# within same scheme(.iewing &cheme Wise ,ash @oo -e"o#t Aemonst#ation

,lic 7eDt to +iew a demonst#ation on +iewing a &cheme Wise ,ash @oo #e"o#t(



Page 589 of 633

28.; Sc e#e Eise '&s /oo4 Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts select Sc e#e Eise '&s /oo4.

;ote: /he '&s /oo4 Re*ort 9%or#&t 3: "age is dis"la'ed(

&te" 3 >n the '&s /oo4 Re*ort 9%or#&t 3: "age select the o#de# in which 'ou want to +iew the &cheme Wise ,ash @oo ( In thise!am"le we will select Mont –wise o"tion(

;ote: Eou can select )&te R&n!e wise to +iew the details of +ouche#s c#eated within a "a#ticula# date #ange( ( If 'ou select the )&teR&n!e wise o"tion a Aate -ange section is dis"la'ed( /his section has two fields %ro# )&te and To )&te. ;otice that these fieldsma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left lan (

&te" 4 ,lic the %in&nci&l e&r d#o" down to select the )inancial Eea# fo# which 'ou want to +iew &cheme Wise ,ash @oo ( In thise!am"le we will select 2010 2011.

&te" 5 ,lic the Mont d#o" down to select the month fo# which 'ou want to +iew the &cheme Wise ,ash @oo ( In this e!am"le wewill select A*ril.

&te" 6 )#om the Sc e#e 7&#e list select the desi#ed scheme( In this e !am"le we will select /&c4w&rd Re!ion r&nt %unds/R %.

;ote: Eou can select multi"le schemes f#om the list ' fi#st selecting one scheme and then "#essing 'ontrol e' to select mo#e schemes(/hen #e"o#t will dis"la' &cheme Wise ,ash @oo fo# all selected scheme(

&te" 7 ,lic Biew Re*ort.



Page 590 of 633

7oteG %fte# 'ou clic Biew Re*ort the #e"o#t titled '&s /oo4 of @ill& P&nc &"&tG Anu!ul for t e #ont of A*ril %in&nci&l e&r2010 2011 with scheme name is dis"la'ed(


/he >"ening @alance #ow dis"la's the cu##ent o"ening alance a+aila le as ,ash in =and in t#easu#' accounts an accounts and in"ost office accounts(

In the Recei*ts section of this #e"o#t 'ou can +iew details of all #ecei"ts #eco#ded and in the P&"#ents section 'ou can +iew details ofall "a'ments made( ach of these sections has fou# columns )&te Bouc er 7o ' eNue 7o and A#ount 9in Rs.:. )&te dis"la's thedate on which a s"ecific +ouche# was #eco#ded( Bouc er 7o dis"la's the uniCue auto gene#ated +ouche# num e# gene#ated once the+ouche# was #eco#ded( /his +ouche# num e# is in a s"ecific fo#mat( /he fo#mat is Sc e#e Abbrevi&tion5%in&nci&l e&r5Bouc er

t"*e5 Auto !ener&ted vouc er nu#ber ( ,onside# the e!am"le whe#e the +ouche# num e# is /R %52010 20115R5$1 ( /hisindicates the following:

• /R % N Aenotes the scheme name @ac wa#d -egion #ant )unds fo# which the +ouche# was c#eated• 2010 2011 N Aenotes the set financial 'ea#• R N Aenotes the t'"e of +ouche# which in this case is a -ecei"t .ouche#• $1 N Aenotes the se#ial num e# of the +ouche#( /his +ouche# was the 41st +ouche# #eco#ded in the s'stem

If mode of #ecei"t was ,heCue while #eco#ding an' +ouche# then the co##es"onding cheCue no( will e dis"la'ed he#e unde# cheCue no(column(

'l&ssific&tion dis"la's the Sc e#e 7&#e and the co##es"onding %ccount =ead classifications unde# which the +ouche# was oo ed( In

this e!am"le the Sc e#e 7&#e is /&c4w&rd Re!ion r&nt %unds ( Dnde# Sc e#e 7&#e the %ccount =ead classifications ased onthe $a o# =ead $ino# =ead and > ect =ead a#e dis"la'ed( In this e!am"le the %ccount =ead details a#e 00$> ;00 A1.P&rticul&rs dis"la' a detailed desc#i"tion of the +ouche#( /hese details we#e #eco#ded du#ing +ouche# c#eation( In this e!am"le thedesc#i"tion unde# P&rticul&rs is )irect Recei*t.

/he A#ount 9in Rs : column is fu#the# su di+ided into fou# columns '&s Tre&sur" P) Account /&n4 &nd Post Office ( If the



/he A#ount 9in Rs.: column is fu#the# su di+ided into fou# columns &s Tre&sur P) Account /&n4 &nd Post Office ( If theamount is #ecei+ed as cash di#ectl' ' Pancha'at in hand then this amount is dis"la'ed in the '&s column( If the funds we#e #ecei+edin the /#easu#' %ccount @an %ccount o# Post >ffice %ccount then this amount is dis"la'ed in the Tre&sur" P) Account /&n4 andPost Office columns #es"ecti+el'(

Page 591 of 633

/he details dis"la'ed in the P&"#ents section a#e simila# to those dis"la'ed in the Recei*t section( /his section dis"la's info#mation"e#taining to all Pa'ment .ouche#s c#eated unde# the selected scheme(

/he tot&l in #ecei"t section dis"la' total amount #ecei+ed unde# "a#ticula# ,ash in =and @an t#easu#' "ost office accounts whe#eas astot&l in "a'ment section dis"la' total amount "aid using "a#ticula# ,ash in =and @an t#easu#' "ost office accounts(

/he 'losin! /&l&nce fo# "a#ticula# ,ash in =and @an t#easu#' "ost office accounts a#e com"uted ased on #ecei"t and "a'ment#eco#ded using them( =e#e ,losing @alance is calculated on the asis of ,losing @alance[>"ening @alance Z -ecei"ts Pa'ments (

&te" 8 >n the '&s /oo4 Re*ort 9%or#&t 3: "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the &cheme Wise ,ash @oo #e"o#t(



Page 592 of 633

28.> =ed!er /oo4 Re*ort

/he ?edge# @oo #e"o#t ena les us to +iew the details of all #eco#ded t#ansactions in the P-I%&oft(

%n' %utho#i*ed use# can +iew ?edge# @oo #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


Addition&l Infor#&tionG%ll -ecei"t ent#ies a#e c#edited and #eflected in the ,#edit %mount column(%ll !"enditu#e ent#ies a#e de ited and #eflected in the Ae it %mount column(Gou#nal ent#ies a#e dis"la'ed in de it o# c#edit column ased on the account head classification to which the' a#ec#edited and de ited(

,lic 7eDt to +iew a demonst#ation on +iewing a ?edge# @oo #e"o#t(



Page 593 of 633

28.10 =ed!er /oo4 Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts choose =ed!er /oo4 to +iew the t#ansaction details in a ?edge# @oo (

;ote: /he =ed!er /oo4 "age is dis"la'ed(

;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left lan (

&te" 3 >n the =ed!er /oo4 "age in the %ro# )&te and To )&te fields t'"e the date #ange fo# which 'ou want to +iew the ?edge#@oo ( In this e!am"le we will t'"e 0150$52010 in the )#om Aate field and 3050$52010 in the /o Aate field(

&te" 4 In the Select Fe&d of Account section select a desi#ed o"tion out of scheme and own #esou#ce fo# which 'ou want to +iew?edge# oo ( In this e!am"le we will select Sc e#e.

&te" 5 ,lic the Sc e#e d#o" down to select the scheme fo# which 'ou want to +iew the t#ansaction details(

;ote: /he &cheme com"onents a#e dis"la'ed( =owe+e# it is not mandato#' to select a &cheme com"onent( If 'ou select an' schemecom"onent 'ou will e "#om"ted to select a $a o# =ead $ino# =ead and an > ect =ead #es"ecti+el'( &election of again these accountheads is non mandato#'( /his selection of &cheme com"onent $a o# =ead $ino# =ead > ect =ead "#o+ides us facilit' if we want to+iew ?edge# oo fo# some s"ecific account head classification unde# selected scheme com"onent(

&te" 6 In this e!am"le we will select scheme onl' i(e( /&c4w&rd Re!ion r&nt %unds /R % (

&te" 7 ,lic et Re*ort.



Page 594 of 633

;ote: %fte# 'ou clic et Re*ort the Anu!ul )istrict P&nc &"&t =ed!er /oo4 is dis"la'ed( /his #e"o#t dis"la's the selected )inancialEea# &cheme ;ame >"ening @alance Aate -ange i(e( )#om date and /o date( We can see details of -ecei"t Pa'ment and Gou#nal.ouche#s he#e( /his #e"o#t dis"la's details unde# columns )&te P&rticul&rs Bouc er T"*e Bouc er 7o '/% 7o )ebit A#ount'redit A#ount and /&l&nce (

In this e!am"le we will ta e the fi#st +ouche# @- ) 2010 11 - 41 to e!"lain:

/he scheme com"onent unde# which the a o+e +ouche# is #eco#ded is )evelo*#ent r&nts and the account head classification is Interest Recei*ts Ot er Recei*ts )evelo*#ent r&nts . In this e!am"le Interest Recei*ts is the $a o# =ead Ot er Recei*tsis the $ino# =ead and )evelo*#ent r&nts is the > ect =ead(

/he +ouche# was #eco#ded on 02 04 2010 and since it is a di#ect #ecei"t +ouche#s the #ecei+ed amount -s 50000 is dis"la'ed unde#

,#edit amount column( /he tot&l b&l&nce dis"la'ed co##es"onding to this +ouche# is Initial >@ amount 1000000 Z%mount c#edit 50000[ 1050000/he '/% 7o column hel"s to t#ac +ouche#s as "e# the "age num e# on which the' ha+e een ente#ed in the manual #egiste# of the P-I(

/he >"ening @alance is com"uted ased on the figu#es in the 'redit A#ount 9in Rs.: column and )ebit A#ount 9in Rs.: column i(e(>"ening @alance is calculated acco#ding to fo#mula O/V 9Initi&l O/ Tot&l )ebitWTot&l 'redit:.


,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the ?edge# @oo #e"o#t(



Page 595 of 633

28.11 Courn&l /oo4 Re*ort

/he Gou#nal @oo #e"o#t ena les us to +iew the details of all Gou#nal .ouche#s #eco#ded in the s'stem(

%n' autho#i*ed use# can +iew Gou#nal @oo #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


Addition&l Infor#&tionG%ll -ecei"t ent#ies a#e c#edited and #eflected in the ,#edit %mount column(%ll !"enditu#e ent#ies a#e de ited and #eflected in the Ae it %mount column(Gou#nal ent#ies a#e dis"la'ed in de it o# c#edit column ased on the account head classification to which the' a#ec#edited and de ited(

,lic 7eDt to +iew a demonst#ation on +iewing a Gou#nal @oo #e"o#t(



Page 596 of 633

28.12 Courn&l /oo4 Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts choose Courn&l /oo4 to +iew the details of Gou#nal .ouche#s(

;ote: /he Courn&l /oo4 "age is dis"la'ed(


&te" 3 >n the Courn&l /oo4 "age in the /etween and And fields t'"e the date #ange fo# which 'ou want to +iew the Gou#nal @oo (In this e!am"le we will t'"e 0150+52010 in the /etween field and 3050+52010 in the And field(

&te" 4 In the Select Fe&d of Account section select a desi#ed o"tion out of scheme and own #esou#ce( In this e!am"le we will selectSc e#e.

&te" 5 ,lic the Sc e#e d#o" down to select the scheme fo# which 'ou want to +iew the Gou#nal .ouche#s( In this e!am"le we willselect /&c4w&rd Re!ion r&nt %unds /R % (

&te" 6 &elect a &cheme com"onent f#om the list of com"onents unde# Sc e#eG /&c4w&rd Re!ion r&nt %unds ( In this e!am"le wewill select )evelo*#ent r&nts (

;ote: If 'ou select an' scheme com"onent 'ou will e "#om"ted to select a $a o# =ead $ino# =ead and an > ect =ead #es"ecti+el'(&election of these account heads is non mandato#'( /his selection of &cheme com"onent $a o# =ead $ino# =ead > ect =ead "#o+ides

us facilit' if we want to +iew Gou#nal oo fo# some s"ecific account head classification unde# selected scheme com"onent(&te" 7 ,lic Biew Re*ort.



Page 597 of 633

;ote: %fte# 'ou clic Biew Re*ort the Courn&l /oo4 fo# St&teG Oriss& @ill& P&nc &"&tG Anu!ul dis"la's the details of all Gou#nal.ouche#s #eco#ded etween 0150+52010 to 3050+52010 ( /his #e"o#t has 7 columns: Bouc er )&te Bouc er 7o Tr&ns&ctionMode A#ount %ro# Account Fe&d To Account Fe&d and P&rticul&rs.

Bouc er )&te dis"la's the date on which the Gou#nal .ouche# was c#eated( In this e!am"le the +ouche# date is 0150+52010.

Bouc er 7o dis"la's the auto gene#ated ou#nal +ouche# num e#( In this e!am"le the +ouche# num e# is /R %52010 115C53

Tr&ns&ction Mode dis"la's details of the mode of t#ansaction( In this e!am"le the t#ansaction mode is Recei*t Rectific&tion.

A#ount dis"la's the amount fo# which the Gou#nal .ouche# was c#eated . In this e!am"le the amount dis"la'ed is -s . (0000.

%ro# Account Fe&d dis"la's the %ccount =ead classification f#om which the amount was t#ansfe##ed . In this e!am"le the%ccount =ead details dis"la'ed a#e 00$> Interest Recei*ts ;00 Ot er Recei*ts A1 )evelo*#ent&l r&nts.

To Account Fe&d dis"la's the %ccount =ead classification to which the amount was t#ansfe##ed( In this e!am"le the %ccount=ead details dis"la'ed a#e 00$> Interest Recei*ts ;00 Ot er Recei*ts 12 Fousin! T&D.

P&rticul&rs dis"la' a detailed desc#i"tion of the +ouche#( /hese details we#e #eco#ded du#ing +ouche# c#eation( In this e!am"lethe desc#i"tion unde# P&rticul&rs is Courn&l vouc er entr".


,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the Gou#nal @oo #e"o#t(



Page 598 of 633

28.13 Sc e#e Eise ' eNue Recei*t Re!ister Re*ort

/he &cheme Wise ,heCue -ecei"t -egiste#s #e"o#t ena les 'ou to +iew the scheme wise details of all the #ecei+ed cheCues which

a#e #eco#ded in the "ac age du#ing the set financial 'ea#(

%n' autho#i*ed use# can +iew &cheme Wise ,heCue -ecei"t -egiste# #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


I#*ort&nt Infor#&tionGAetails of onl' Gou#nal .ouche#s will e a+aila le in the Gou#nal @oo (

,lic 7eDt to +iew a demonst#ation on +iewing a &cheme Wise ,heCue -ecei"t -egiste# #e"o#t(



Page 599 of 633

28.1$ Sc e#e Eise ' eNue Recei*t Re!ister Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts choose Sc e#e Eise ' eNue Recei*t Re!ister to +iew the details of #ecei+ed ,heCues(

;ote: /he ' eNue Recei*t Re!ister "age is dis"la'ed(


&te" 3 >n the ' eNue Recei*t Re!ister "age clic the &elect &cheme d#o" down to select a scheme( In this e!am"le we will select/&c4w&rd Re!ion r&nt %unds /R % (

&te" 4 In the %ro# )&te and To )&te field t'"e the date #ange within which 'ou want to +iew the &cheme Wise ,heCue -ecei"t-egiste#( In this e!am"le we will t'"e 0150$52010 in the %ro# )&te field and 3150352011 in the To )&te field(

&te" 5 ,lic ener&te Re*ort.



Page 600 of 633

;ote: >nce 'ou clic ener&te Re*ort the ' eNues Recei*t Re!ister dis"la's the St&te#ent on St&tus of ' eNues Receivedf#om 0150$52010 to 3150352011.

/he &tatement dis"la's details of ,heCues in the following columns:)&te of issue of ' eNue5 )r&ft dis"la's the date on which the ,heCue de"osited fo# the P-I has een issued( In thise!am"le we can see that the ,heCue has een issued on 0150(52010.

' eNues5 )r&ft 7o dis"la's the cheCue num e# of the ,heCue that was de"osited( In this e!am"le the ,heCue num e# is123$(+.

A#ount 9in Rs.: dis"la's the denomination of the ,heCue( In this e!am"le the ,heCue amount is Rs. 1000 (

)e*osited into /&n4 Account 7o dis"la's the @an account num e# of the P-I whe#e the ,heCue was de"osited( In thise!am"le the @an account num e# is 123132.

Re&li6ed5 Returned dis"la's the status of the ,heCue whethe# it has een -eali*ed -etu#ned as confi#med at the time of

#econciliation( In this e!am"le the status of the ,heCue is Re&li6ed.

)&te of Re&li6&tion5 Return dis"la's the date when the ,heCue was #eali*ed o# the date when the ,heCue was #etu#ned incase the ,heCue was #etu#ned( In this e!am"le the date of #eali*ation is 0150(52011.

P&rticul&rs dis"la' the "a#ticula#s of the funds #ecei+ed( In this e!am"le the desc#i"tion unde# P&rticul&rs is Recordin!Recei*t Bouc ers.

/he#e a#e also a Pre*&red /" ' ec4ed /" and two co##es"onding )&ted fields( In this Pre*&red /" field we will mention the #ole 'which this #e"o#t has een "#e"a#ed he#e in ou# case it is JP %dminist#ato# fo# %nugul and In ' ec4ed /" we will mention the #ole 'which this #e"o#t details has een chec ed and in )&ted field we will mention the#e dates( /hese things will e done afte# ta ing a"#intout of this #e"o#t(

&te" 6 ,lic ,lose to #etu#n to the ' eNue Recei*t Re!ister "age(



&te" 7 >n the ' eNue Recei*t Re!ister "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the &cheme Wise ,heCue -ecei"t -egiste# #e"o#t(

Page 601 of 633

28.1( Sc e#e Eise ' eNue Issue Re!ister Re*ort

/he &cheme Wise ,heCue Issue -egiste#s #e"o#t ena les 'ou to +iew the scheme wise details of all the cheCues that ha+e een

issued du#ing the set financial 'ea#(

%n' autho#i*ed use# can +iew &cheme Wise ,heCue Issue -egiste# #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


I#*ort&nt Infor#&tionG>nl' the #ecei+ed cheCues which ha+e een #eali*ed du#ing the @an /#easu#' Post >ffice -econciliation &tatementwould e dis"la'ed he#e(

,lic 7eDt to +iew a demonst#ation on +iewing a &cheme Wise ,heCue -ecei"t -egiste# #e"o#t(



Page 602 of 633

28.1+ Sc e#e Eise ' eNue Issue Re!ister Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts choose Sc e#e Eise ' eNue Issue Re!ister to +iew the details of issued ,heCues(

;ote: /he ' eNue Issue Re!ister "age is dis"la'ed(


&te" 3 >n the ' eNue Issue Re!ister "age clic the &elect &cheme d#o" down to select a scheme( In this e!am"le we will selectT irteent %in&nce 'o##ission (

&te" 4 In the %ro# )&te and To )&te field t'"e the date #ange within which 'ou want to +iew the &cheme Wise ,heCue Issue-egiste#( In this e!am"le we will t'"e 0150$52010 in the %ro# )&te field and 3150352011 in the To )&te field(

&te" 5 ,lic ener&te Re*ort.



Page 603 of 633

;ote: %fte# 'ou clic ener&te Re*ort the ' eNues Issue Re!ister dis"la's the details of ,heCues issued f#om 01 04 2010 to31 03 2011(

/he #e"o#t dis"la's details of ,heCues in the following columns:P&"#ent Bouc er )&te dis"la's the Pa'ment .ouche# num e# and the date on which that +ouche# was #eco#ded( In thise!am"le we can see that the Pa'ment .ouche# TF%'52010 115P5> has een #eco#ded on 0250$52010.7&#e of P&"ee dis"la's the name of the eneficia#' to whom the ,heCue was "aid( In this e!am"le the "a'ee is Antul&.7&ture of P&"#ent dis"la's the mode of "a'ment( In this e!am"le the mode of "a'ment is ' eNue.' eNue5 )r&ft 7o dis"la's the num e# of the ,heCue that was issued( In this e!am"le the ,heCue num e# is 3+$23;.)&te of t e ' eNue5)r&ft dis"la's the date on which the ,heCue @oo was c#eated( In this e!am"le the date of the ,heCue is0250$52010. A#ount 9in Rs.: dis"la's the denomination of the ,heCue( In this e!am"le the amount "aid th#ough ,heCue is Rs. 10000.

)&te of issue of ' eNue5 )r&ft dis"la's the date on which the ,heCue was issued( In this e!am"le the date on which the,heCue was issued is 0250$52010 ()&te of 'le&r&nce dis"la's the date on which the ,heCue was clea#ed( In this e!am"le the date of clea#ance is 0150;52010 (Re#&r4s dis"la' the details of the "a'ment that was made th#ough a ,heCue( In this e!am"le we can see the #ema# sAdv&nces !iven to &!encies.

&te" 6 ,lic ,lose to #etu#n to the ' eNue Issue Re!ister "age(

&te" 7 >n the ' eNue Issue Re!ister "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the &cheme Wise ,heCue Issue -egiste# #e"o#t(



Page 604 of 633

28.18 Re!ister of Adv&nces Re*ort

-egiste# of %d+ances is a #e"o#t which #eflects the ad+ances gi+en to P-Is agencies em"lo'ees #esidents ?ineAe"a#tments and othe#s within a set financial 'ea#( It #eflects the #e"a'ment of ad+ances ' these entities( It also #eflectsthe ad ustment ent#' done against these ad+ances "#o+ided(

%n' autho#i*ed use# can +iew -egiste# of %d+ance #e"o#t in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing the -egiste# of %d+ances(



Page 605 of 633

28.1; Re!ister of Adv&nce Re*ort )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and "asswo#d( In thise!am"le we will login as Jilla "ancha'at administ#ato# fo# Anu!ul Jilla Pancha'at(

&te" 2 > se#+e that 'ou a#e di#ected to Select Role "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o" down to +iew a list of#oles(

&te" 3 )#om the list In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.


&te" 5 Dnde# Re*orts choose Re!ister of Adv&nces to o"en the Re!ister of Adv&nce "age .

&te" 6 > se#+e that -egiste# of Adv&nces "age is dis"la'ed .


;ote: >n the Re!ister of Adv&nce "age the %ro# )&te field dis"la's the fi#st date of financial 'ea# ' default(

&te" 7 In the To )&te field t'"e the date u" to which 'ou want to +iew the -egiste# of %d+ance( In this e!am"le we will t'"e3050$52010 ( Eou can also select the date f#om the Aate Pic e#(

&te" 8 )#om the O*tion&l Se&rc 'riteri& list 'ou can select the c#ite#ia to #efine the sea#ch( In this e!am"le we will selectSc e#esG T irteent %in&nce 'o##ission TF%'.




Page 606 of 633

;ote: %fte# 'ou clic .iew -e"o#t the Re!ister of Adv&nce "age is dis"la'ed this #e"o#t dis"la's the details of all the %d+ancePa'ments made the -efund of %d+ance "a'ments o# if an' ou#nal ent#' is the#e unde# that "a#ticula# &cheme( Eou can +iew the

eneficia#' names Pa#ticula#s %ccount =ead Pa'ment .ouche# ;um e# and Aate and the %mount "aid( Eou can also +iew the details ofthe #e"a'ments ad ustments and the alance #emaining o# unad usted amount details if an' afte# the t#ansaction(

=e#e we will ta e one e!am"le:

;otice the details dis"la'ed against the se#ial no( 1 he#e we can see that &dv&nce !iven to column dis"la's the name of eneficia#'AS'O $$ A7 = and *&rticul&rs field dis"la' the "a#ticula#s Adv&nces !iven to A!encies ente#ed while #eco#ding this t#ansactionand fu#the# Account Fe&d Ob5P&"#ent Bouc er 7o. &nd d&te A#ount field dis"la's the details &dv&nce TF%'52010 115P5;0250$52010 (000.00 #es"ecti+el'(

&imila#l' Re*&"#ent5Adjust#ent field dis"la's the details of #e"a'ments ad ustments li e P&rticul&rs Account Fe&d Bouc er 7o.&nd A#ount ( @alance #emaining o# unad usted amount in -s dis"la's alance amount left afte# t#ansaction( In case of ad ustmentalance is calculated acco#ding to fo#mula %mount in -s N%d usted amount&te" 10 ,lic 'lose to #etu#n to the Re!ister of Adv&nce "age(

&te" 11 >n the Re!ister of Adv&nce "age clic 'lose to #etu#n to the P-I%&oft menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew -egiste# of %d+ance #e"o#t(



Page 607 of 633

28.1> Re!ister of Receiv&bles &nd P&"&bles Re*ort

/he -egiste# of -ecei+a les and Pa'a les #e"o#t dis"la's the statements of #ecei+a les and "a'a les at the end of a financial'ea#( /his can e +iewed month wise as well as financial 'ea# wise( >nl' those -ecei+a les and Pa'a les which ha+e eenf#ee*ed ' the assigned P-I %dminist#ato# will e dis"la'ed(

%n' autho#i*ed use# can +iew the -egiste# of -ecei+a les and Pa'a les in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing the -egiste# of -ecei+a les and Pa'a les #e"o#t(



Page 608 of 633

28.20 Re!ister of Receiv&bles &nd P&"&bles Re*ort – )e#onstr&tion


&te" 2 Dnde# Re*orts select Re!ister of Receiv&bles &nd P&"&bles.

> se#+e that Receiv&ble P&"&ble Re*ort "age is dis"la'ed(

;ote: ;otice that the#e a#e ce#tain fields ma# ed with a #ed aste#is Q sign( /his means these a#e mandato#' and cannot e left lan (

&te" 3 ,lic the %in&nci&l e&r d#o" down to select a financial 'ea#( In this e!am"le we will select 2010 2011 (

&te" 4 ,lic the Mont d#o" down to select the month fo# which 'ou want to +iew the #e"o#t( In this e!am"le we will select A*ril.

&te" 5 )#om the Select Fe&d of Account o"tions select the a""#o"#iate o"tion out of &cheme o# >wn -esou#ce( In this e!am"le wewill select Sc e#e (;ote: D"on selecting Sc e#e the list of &chemes is dis"la'ed(

&te" 6 ,lic the Select Sc e#e d#o" down to select a "a#ticula# scheme( In this e!am"le we will select /&c4w&rd Re!ion r&nt%unds /R %.

;ote: /he &cheme com"onents a#e dis"la'ed( =owe+e# it is not mandato#' to select a &cheme com"onent( If 'ou select an' schemecom"onent 'ou will e "#om"ted to select a $a o# =ead $ino# =ead and an > ect =ead #es"ecti+el'( &election of again these account

heads is non mandato#'( /his selection of &cheme com"onent $a o# =ead $ino# =ead > ect =ead "#o+ides us facilit' if we want to+iew Re!ister of Receiv&bles &nd P&"&bles fo# some s"ecific account head classification unde# selected scheme com"onent(

&te" 7 ,lic et Re*ort (



Page 609 of 633

;ote: %fte# 'ou clic et -e"o#t the St&te#ent of Receiv&ble &nd P&"&ble of &t t e end of t e "e&r "age is dis"la'ed( /hisstatement has two sections: Received %ro# and P&"&ble to. /he Received %ro# section #eflects the #ecei"ts of funds unde# +a#ious%ccount =eads ,lassification( P&rticul&rs dis"la' the "a#ticula# ente#ed fo# these #ecei"ts at the time of #eco#ding . /he )ue )&tecolumn dis"la's the due date( /he &#ount column dis"la's the amount #ecei+ed unde# this account head classification( /he r&ndTot&l is the total amount of funds #ecei+ed ' logged in %ccounting ntit' unde# +a#ious %ccount =eads ,lassification(

&imila#l' P&"&ble to section dis"la's the "a'ments that ha+e een made unde# +a#ious %ccount =eads( /he r&nd Tot&l in "a'a le tosection is the total amount of funds that a#e "a'a le(

&te" 8 ,lic 'lose to #etu#n to the Receiv&ble P&"&ble Re*ort "age(

&te" 9 >n the Receiv&ble P&"&ble Re*ort "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the -egiste# of -ecei+a les and Pa'a les #e"o#t(



Page 610 of 633

28.21 Annu&l Recei*ts &nd P&"#ents Accounts Re*ort

/he %nnual -ecei"ts and Pa'ments %ccounts #e"o#t ena les us to +iew %nnual -ecei"ts and Pa'ments %ccount details fo# aP-I du#ing the set financial 'ea#(

%n' autho#i*ed use# can +iew %nnual -ecei"ts and Pa'ments %ccounts #e"o#ts in the P-I%&oft a""lication unde# Re*orts.


I#*ort&nt Infor#&tionG%ll -ecei"t ent#ies a#e dis"la'ed on the left side of the %nnual -ecei"ts and Pa'ments %ccounts #e"o#t(%ll Pa'ment ent#ies a#e dis"la'ed on the #ight side of the %nnual -ecei"ts and Pa'ments %ccounts #e"o#t(%ll ou#nal ent#ies a#e #eflected in this #e"o#t(

Im"act of +a#ious t'"es of t#ansactions on %nnual -ecei"t and Pa'ment -e"o#t(



Page 611 of 633

P&rt 1Revenue Recei*t

• /his section of %nnual #ecei"t andPa'ment #e"o#t dis"la's head wise#ecei"t details #eco#ded ' anaccounting entit' unde# all #ecei"theads e!ce"t the heads mentioned in#ecei"t section in Pa#t 2 of this #e"o#t(

• /he +a#ious t'"es of t#ansactions fo#which account head wise details a#e#eflected in this section of the #e"o#t

a#e :)irect Recei*tG %ll di#ect#ecei"t ent#ies ' anaccounting entit' a#e c#editedin this section of the #e"o#t(Tr&nsfer Recei*tG %ll t#ansfe##ecei"t ent#ies ' anaccounting entit' a#e c#editedin this section of the #e"o#t(Tr&nsfer P&"#entG %llt#ansfe# "a'ment ent#ies ' anaccounting entit' a#e de itedin this section of the #e"o#t(Recei*t '&ncell&tionG %ll-ecei"t cancellation ent#ies 'an accounting entit' a#ec#edited in this section of the#e"o#t(Recei*t Rectific&tionG %ll

P&rt 1Revenue P&"#ent

• /his section of %nnual #ecei"t andPa'ment #e"o#t dis"la's head wisee!"enditu#e details #eco#ded ' anaccounting entit' unde# alle!"enditu#e heads e!ce"t the headsmentioned in "a'ment section in Pa#t2 of this #e"o#t(

• /he +a#ious t'"es of t#ansactions fo#which account head wise details a#e

#eflected in this section of the #e"o#ta#e :

)irect D*enditureG %ll di#ecte!"enditu#e ent#ies ' anaccounting entit' a#e c#editedin this section of the #e"o#t('&ncell&tion Of ' eNues : %ll,ancellation of ,heCue ent#ies

' an accounting entit' a#ede ited in this section of the#e"o#t(Refund of Dcess P&"#entG %ll -efund of e!cess "a'mentent#ies ' an accounting entit'a#e de ited in this section ofthe #e"o#t(

D*enditure Rectific&tionG%ll e!"enditu#e #ectificationent#ies ' an accounting entit'



-ecei"t #ectification ent#ies 'an accounting entit' will ecalculated in followingmanne#:

will e calculated in followingmanne#:

=ead selected in %ro# section of the Gou#nal

Page 612 of 633





28.22 Annu&l Recei*ts &nd P&"#ents Accounts Re*ort – )e#onstr&tion

&te" 1 ;ote >n the P-I%&oft home "age in the sern&#e and P&ssword fields t'"e the #eCui#ed use#name and"asswo#d( In this e!am"le we will login as Jilla "ancha'at administ#ato# fo# Anu!ul Jilla Pancha'at(

&te" 2 > se#+e that 'ou a#e di#ected to Select role "age whe#ein 'ou can select 'ou# #ole( ,lic the Role d#o" down to+iew a list of #oles(

&te" 3 )#om the list select a #ole( In this e!am"le we will select @ill& P&nc &"&t Ad#inistr&tor.&te" 4 ,lic Sub#it to na+igate to the P-I%&oft main menu "age( (&te" 5 >n the P-I%&oft main menu "age clic Re*orts.&te" 6 Dnde# Re*orts choose A77 A= R ' IPT A7) PA M 7T A''O 7TS to +iew %nnual -ecei"ts and Pa'ments

%ccount details fo# a logged in entit'(;ote: /he A77 A= R ' IPTS A7) PA M 7TS A''O 7TS "age is dis"la'ed(

&te" 7 >n the A77 A= R ' IPT A7) PA M 7T A''O 7TS "age select the desi#ed o"tion in which 'ou want to +iew#e"o#t( In this e!am"le we will select %in&nci&l e&r Eise (;ote: Eou can also select Mont Eise if 'ou want to +iew the details of -ecei"ts and Pa'ments fo# a "a#ticula# month(

&te" 8 ,lic the %in&nci&l e&r d#o" down to select a financial 'ea#( In this e!am"le we will select 2010 2011.;ote: If 'ou select the )inancial Eea# Wise o"tion notice that the %in&nci&l e&r d#o" down is the onl' sea#ch c#ite#ion onthe %nnual -ecei"t and Pa'ment %ccounts "age( =owe+e# if 'ou select month wise o"tion then 'ou ha+e to select )inancialEea# and $onth oth to +iew #e"o#t((

&te" 9 ,lic et Re*ort (;ote: %fte# 'ou clic et -e"o#t the A77 A= R ' IPT A7) PA M 7T A''O 7TS fo# @ill& P&nc &"&tG Anu!ul fo#financial 'ea# 2010 2011 is dis"la'ed( /his is a consolidated %nnual -ecei"ts and Pa'ments #e"o#t(


/he O/ 9O*enin! /&l&nce: details dis"la'ed he#e a#e as "e# the closing alance of the last 'ea# fo# "a#ticula# ,ash in=and @an t#easu#' "ost office accounts(

In the -ecei"ts section of this #e"o#t 'ou can +iew details of all #ecei"ts #eco#ded and in the Pa'ments section 'ou can+iew details of all "a'ments made( ach of these sections has th#ee columns Fe&ds of Account /ud!et sti#&te and A#ount Actu&ls. /he Fe&ds of Account column dis"la's the -ecei"t =eads( /ud!et sti#&te dis"la's the estimated



udget and A#ount Actu&ls dis"la's the actual amount of fund #ecei+ed ' the accounting entit'(

/his #e"o#t is g#ou"ed at the mino# head le+el i(e( if the#e a#e se+e#al o ect head unde# mino# head #e"o#t will dis"la' sum

Page 615 of 633

of all the o ect head amounts against the mino# head(

Dnde# P&rt 1 P&nc &"&t %unds 'ou can +iew +a#ious account heads ma""ed as #e+enue heads in P-I%&oft in oth -ecei"tand Pa'ment section(Revenue Account Recei*ts dis"la's the -ecei"t heads i(e( Interest Recei*ts Interest on /&n4 )e*osit Interest on=o&ns &nd Adv&nces Ot er Recei*ts r&nts in &id and r&nts fro# 'entr&l overn#ent ( /he $a o# $ino# =eadcodes of these -ecei"t heads a#e dis"la'ed in the ad acent column( ;ote that the 4 digit codes a#e $a o# =ead codes whilethe 3 digit codes a#e $ino# =ead codes( /he amount #ecei+ed unde# these $a o# $ino# =eads a#e dis"la'ed in the columnA#ount Actu&ls (

&imila#l' in the Revenue Account P&"#ents section we can +iew the !"enditu#e heads i(e( M&inten&nce of'o##unit" Assets M&inten&nce &nd Re*&irs =e&se ' &r!es E&ter Su**l" &nd S&nit&tion and Sewer&!e &nd

S&nit&tion of P&"#ents (/he /ud!et sti#&te section unde# P&"#ents has additional columns Pl&n 7on Pl&n and Tot&l ( /hese columns fu#the# classif' the "a'ments made as "lanned o# non "lanned(/he#e a#e 2 "a#ts of this #e"o#t(P&rt I which dis"la's head wise receipt and payment details recorded by an accounting entity under all receipt andpayment heads except the heads mentioned in receipt section in Part 2 of this report. P&rt II which dis"la's head wisereceipt and payment details recorded by an accounting entity only for below mentioned heads.

Advance Heads 7610 and 8550 .Deduction Heads 8658, 8443 , 8009 and 8011 .

We can +iew the Recei*ts and P&"#ents sections and Fe&ds of Account /ud!et sti#&te and A#ount Actu&ls sections elow them(

&te" 10 >n the A77 A= R ' IPT A7) PA M 7T A''O 7TS "age clic 'lose to #etu#n to the P-I%&oft main menu"age(,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the %nnual -ecei"t and Pa'ment %ccounts #e"o#t(



Page 616 of 633

28.23 'onsolid&ted Abstr&ct Re!ister Re*ort

/he ,onsolidated % st#act -egiste# #e"o#t ena les 'ou to +iew the consolidated month wise t#ansaction details du#ing the setfinancial 'ea# fo# the logged in entit'(

%n' autho#i*ed use# can +iew ,onsolidated % st#act -egiste# #e"o#t in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing the ,onsolidated % st#act -egiste# #e"o#t(



Page 617 of 633

28.2$ 'onsolid&ted Abstr&ct Re!ister Re*ort – )e#onstr&tion


&te" 2 Dnde# Re*orts select 'onsolid&ted &bstr&ct re!ister to +iew the consolidated month wise t#ansaction details du#ing the setfinancial 'ea# fo# the logged in entit'(;ote: /he 'onsolid&ted &bstr&ct re!ister "age is dis"la'ed(


&te" 3 >n the 'onsolid&ted &bstr&ct re!ister "age clic the Select %in&nci&l e&r d#o" down to select a financial 'ea#( In thise!am"le we will select 2010 2011 (

&te" 4 &elect the Re*ort T"*e 'ou want to +iew( In this e!am"le we will select Recei*t to +iew the month wise #ecei"t details .

;ote: Eou can select P&"#ent to +iew the month wise "a'ment details and 'onsolid&ted to +iew details of oth #ecei"ts and "a'ments(


;ote: %fte# 'ou clic .iew -e"o#t the 'onsolid&ted &bstr&ct re!ister #e"o#t fo# Recei*ts is dis"la'ed this #e"o#t dis"la's the detailsof funds #ecei+ed unde# +a#ious #ecei"t account =eads du#ing each month th#oughout the financial 'ea# 2010 2011(

/his #e"o#t dis"la's 16 columns: Fe&d of Accounts /ud!et Provision 12 columns fo# all twel+e months of the financial 'ea# M&rcsu**le#ent&r" and Tot&l. /he Fe&d of Accounts column dis"la's the #ecei"t account heads unde# which funds ha+e een #ecei+ed

/ud!et Provision dis"la's the udget estimate the twel+e columns fo# each month dis"la's the funds #ecei+ed in each month andTot&l dis"la's the cumulati+e total of funds #ecei+ed unde# a "a#ticula# %ccount =ead th#oughout the financial 'ea#(



Page 618 of 633

;otice that unde# $a o# =ead 00$> Interest Recei*ts funds ha+e een #ecei+ed in %"#il $a' Gune Gul' and %ugust( &imila#l' fundsha+e een #ecei+ed unde# -ecei"t =ead 1+01 r&nts in &id in %"#il( We can +iew two Tot&l sections a#e dis"la'ed on this #e"o#t( >nesection dis"la's the total amount of funds #ecei+ed in a "a#ticula# month unde# diffe#ent #ecei"t heads in )inancial Eea# and the othe#section dis"la's the total amount of funds #ecei+ed unde# a "a#ticula# %ccount =ead in the diffe#ent months of financial 'ea#(

/his #e"o#t dis"la's 2 uttons: Print and 'lose (

,lic ing Print will "#int this #e"o#t(,lic ing 'lose will ta e us ac to the 'onsolid&ted &bstr&ct re!ister "age(

&te" 6 ,lic 'lose to #etu#n to the 'onsolid&ted &bstr&ct re!ister "age(

&te" 7 >n the 'onsolid&ted &bstr&ct re!ister "age select P&"#ent to +iew details of "a'ments(


;ote: %fte# 'ou clic .iew -e"o#t the 'onsolid&ted &bstr&ct re!ister #e"o#t fo# P&"#ents is dis"la'ed this #e"o#t dis"la's the detailsof "a'ments made to eneficia#ies unde# +a#ious e!"enditu#e account =eads in each month th#oughout the financial 'ea# 2010 2011(

/his #e"o#t dis"la's 16 columns: Fe&d of Accounts /ud!et Provision 12 columns fo# all twel+e months of the financial 'ea# M&rcsu**le#ent&r" and Tot&l. /he Fe&d of Accounts column dis"la's the e!"enditu#e account heads unde# which funds ha+e een "aid/ud!et Provision dis"la's the udget estimate the twel+e columns fo# each month dis"la's the funds "aid in each month and Tot&l dis"la's the total of funds "aid unde# a "a#ticula# %ccount =ead th#oughout the financial 'ea#(

;otice that unde# $a o# =ead 20(> M&inten&nce of 'o##unit" Assets -s( 22500 has een "aid to some eneficia#' in %"#il( Wecan +iew that two Tot&l sections a#e dis"la'ed on this #e"o#t( >ne section dis"la's the total amount of "a'ments made in a "a#ticula#month unde# diffe#ent e!"enditu#e heads in )inancial Eea# and the othe# section dis"la's the total amount of funds "aid unde# a"a#ticula# %ccount =ead in the diffe#ent months of financial 'ea#(

&te" 9 lic 'lose to #etu#n to the 'onsolid&ted &bstr&ct re!ister "age(



&te 9 ,lic lose to #etu#n to the onsolid&ted &bstr&ct re!ister age(

Page 619 of 633

&te" 10 >n the 'onsolid&ted &bstr&ct re!ister "age select 'onsolid&ted to +iew the details of oth -ecei"ts and Pa'ments in asingle #e"o#t(


;ote: %fte# 'ou clic .iew -e"o#t the 'onsolid&ted &bstr&ct re!ister #e"o#t fo# ,onsolidated +iew of oth #ecei"t and "a'ment detailsis dis"la'ed this #e"o#t dis"la's the details of funds #ecei+ed and well as "a'ments made to eneficia#ies unde# +a#ious #ecei"t and"a'ment account =eads in each month th#oughout the financial 'ea# 2010 2011(

/his #e"o#t dis"la's 16 columns: Fe&d of Accounts /ud!et Provision 12 columns fo# all twel+e months of the financial 'ea# M&rcsu**le#ent&r" and Tot&l. /he Fe&d of Accounts column dis"la's the #ecei"t and e!"enditu#e account heads unde# which funds ha+e

een #ecei+ed and "aid /ud!et Provision dis"la's the udget estimate the twel+e columns fo# each month dis"la's the funds #ecei+ed

and "aid in each month and Tot&l dis"la's the cumulati+e total of funds #ecei+ed and "aid unde# a "a#ticula# %ccount =ead th#oughoutthe financial 'ea#(

;otice that $a o# =ead 00$> to ;+(; dis"la's the details of #ecei"ts #ecei+ed unde# #ecei"t heads in each month of the financial 'ea#and $a o# =eads 20(> to ;+(; dis"la's the details of "a'ments made unde# e!"enditu#e heads in each month of the financial 'ea#(=e#e Rs. 1(1800 is the total #ecei"t and "a'ment alance fo# the month of %"#il( &imila#l' Rs.1+1800 is the total #ecei"t and "a'ment

alance fo# the enti#e financial 'ea#(

&te" 12 ,lic 'lose to #etu#n to the 'onsolid&ted &bstr&ct re!ister "age(

&te" 13 >n the 'onsolid&ted &bstr&ct re!ister "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the ,onsolidated % st#act -egiste# #e"o#t(



Page 620 of 633

28.2( Mont l" Reconcili&tion St&te#ent Re*ort

/he $onthl' -econciliation &tatement ena les 'ou to +iew the @an /#easu#' and Post >ffice accounts #econciliationstatements fo# the set financial 'ea#(

%n' autho#i*ed use# can +iew a $onthl' -econciliation &tatement in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing a $onthl' -econciliation &tatement #e"o#t(



Page 621 of 633

28.2+ Mont l" Reconcili&tion St&te#ent Re*ort – )e#onstr&tion


&te" 2 Dnde# Re*orts select Mont l" Reconcili&tion St&te#ent to +iew the monthl' #econciliation statements of @an /#easu#'and Post >ffice accounts(

&te" 3 >n the Mont l" Reconcili&tion St&te#ent "age clic the %in&nci&l e&r d#o" down to select a financial 'ea#( In thise!am"le we will select 2010 2011 (

&te" 4 ,lic the Mont of Reconcili&tion d#o" down to select the month fo# which 'ou want to +iew the #econciliation statement( Inthis e!am"le we will select A*ril.




Page 622 of 633

;ote: %fte# 'ou clic .iew -e"o#t the Mont l" Reconcili&tion St&te#ent dis"la's the #econciliation statements of @an /#easu#' and

Post >ffice accounts fo# the month of %"#il( /he figu#es in sections % @ and , a#e used to calculate the details of section A 'losin!/&l&nce &s *er '&s /oo4 ( /he figu#es in section A and a#e then used to calculate the details of section ) A#ount of )ifference (

Section A dis"la's the @alance as "e# ,ash @oo in P-I%&oft(

Section / dis"la's the addition details( It includes details of cheCue cash c#edited di#ectl' into the @an /#easu#' and Post >fficeaccounts ut not included in ,ash @oo details of cheCues issued ' P-Is ut not 'et encashed inad+e#tent c#edit and @an inte#est thathas not een included in the ,ash @oo (Inad+e#tent c#edit is the amount that has een #ecei+ed ' the P-I %ccounting ntit' ut has not een #eco#ded in the s'stem(

Section ' dis"la's the deduction details( It includes details of cheCues #ecei+ed ' P-Is ut not 'et c#edited to the #es"ecti+e @an

/#easu#' Post >ffice accounts inad+e#tent de it and an cha#ges that ha+e een deducted f#om an alance ut not ta en into cashoo ( In&dvertent debit is the amount that has een deducted f#om @an /#easu#' Post >ffice accounts ut has not een #eco#ded inthe s'stem(

Section ) dis"la's the closing alance as "e# ,ash @oo which is calculated ' adding total amount in &ection % and total amount in&ection @ and then deducting the total amount in &ection ,( /otal amount in &ection % is -s( 1000 total amount in &ection @ and , is 0the#efo#e the closing alance as "e# ,ash @oo is -s( 1000 (

Section dis"la's @alance as "e# @an %ccount ;o: 1234567890 is -s( 1000.

Section % dis"la's the %mount of Aiffe#ence which is the diffe#ence etween the closing alance as "e# ,ash @oo and @alance as "e#an "ass oo (

&te" 6 ,lic 'lose to #etu#n to the Mont l" Reconcili&tion St&te#ent "age(

&te" 7 >n the Mont l" Reconcili&tion St&te#ent "age clic 'lose to #etu#n to the P-I%&oft main menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the $onthl' -econciliation &tatement #e"o#t(



Page 623 of 633

28.28 Stoc4 Re!ister Re*ort

/he &toc -egiste# ena les 'ou to +iew the details of all stoc items which ha+e een #eco#ded in the s'stem(

%n' autho#i*ed use# can +iew &toc -egiste# #e"o#ts in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing a &toc -egiste# #e"o#t(



Page 624 of 633

28.2; Stoc4 Re!ister Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts choose Stoc4 Re!ister to +iew the details of stoc items(

;ote: /he Stoc4 Re!ister "age is dis"la'ed(

;otice that these fields a#e not ma# ed with a #ed aste#is Q sign( /his means these a#e not mandato#' and can e left lan (

&te" 3 >n the Stoc4 Re!ister "age select the a""#o"#iate sea#ch c#ite#ion( In this e!am"le we will select All Ite#s.

;ote: Eou can select S*ecific Ite# if 'ou want to +iew details of an' s"ecific stoc item(&te" 4 ,lic the Select Sc e#e d#o" down to select a scheme( In this e!am"le we will select /&c4w&rd Re!ion r&nt %unds

/R %.

&te" 5 ,lic the Select Account Fe&d d#o" down to select an %ccount =ead( In this e!am"le we will select '&*&cit" /uildin! (

&te" 6 ,lic the %in&nci&l e&r d#o" down to select a financial 'ea#( In this e!am"le we will select 2010 2011 (

&te" 7 ,lic Sub#it.



Page 625 of 633

;ote: %fte# 'ou clic Sub#it the Stoc4 Re!ister dis"la's the details of all stoc items in the financial 'ea# 2010 2011(

/he #e"o#t fi#st dis"la' the Item ;ame(

/he #e"o#t dis"la's two sections Recei*ts and Issued or Sold. /he Recei*t section dis"la's details of stoc items #ecei+ed ' the P-Iand the Issued or Sold section dis"la's the stoc items that ha+e een issued o# sold to othe# eneficia#ies o# accounting entities(/he Recei*t section has the following columns:

)&te dis"la's the date on which the stoc items we#e #ecei+ed( In this e!am"le we can see the date is 0150$52010.

Bouc er 7o dis"la's the auto gene#ated no( num e# of the +ouche# in which this t#ansaction was #eco#ded(

Received fro# dis"la's the name of the accounting entit' f#om whom the stoc item was #ecei+ed( It can also e #ecei+ed f#om

the o"ening alance of stoc items as we can see in this e!am"le(<u&ntit" dis"la's the Cuantit' of stoc item #ecei+ed( In this e!am"le the Cuantit' of stoc items #ecei+ed is 20 denoting that20 units of a stoc item ha+e een #ecei+ed(

B&lue dis"la's the total +alue of the stoc item in -u"ees( In this e!am"le the total +alue of stoc items is Rs. 10000.

/he Issued or Sold section has the same columns( /his section has To E o# Issued &nd Pur*ose in "lace of Received fro# column( /his column dis"la's the name of the eneficia#' to whom the stoc items a#e issued and the "u#"ose of issue(

/he 'losin! /&l&nce has two fields one to dis"la' closing alance in Fuantit' i(e( as the diffe#ence etween the Cuantit' of stoc item#ecei+ed and the Cuantit' of stoc item issued ( %nd the second field dis"la' closing alance in te#ms of .alue in -s i(e( as thediffe#ence etween the #ecei+ed stoc items +alue and issued stoc items +alue (

/his #e"o#t dis"la's 3 uttons: Print Preview 'le&r and 'lose (

,lic ing Print Preview will dis"la' a "#int "#e+iew of this #e"o#t(,lic ing 'le&r will ta e us ac to the &toc -egiste# "age to select the sea#ch c#ite#ia once again(,lic ing 'lose will ta e us ac to the P-I%&oft main menu "age(




Page 626 of 633

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the &toc -egiste# #e"o#t(



Page 627 of 633

28.2> O*enin! /&l&nce Re*ort

/he >"ening @alance -e"o#t ena les us to +iew the o"ening alance details of cash in hand @an /#easu#' Post >fficeaccount and the ad+ance gi+en to eneficia#' unde# scheme com"onent fo# the set financial 'ea#(

%n' autho#i*ed use# can +iew the >"ening @alance -e"o#t in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing the >"ening @alance -e"o#t(



Page 628 of 633

28.30 O*enin! /&l&nce Re*ort – )e#onstr&tion


&te" 2 Dnde# Re*orts select O*enin! /&l&nce Re*ort.

;ote: /he O*enin! /&l&nce Re*ort fo# the financial 'ea# 2010 2011 is dis"la'ed( =e#e the 2010 2011 is the set financial 'ea# fo# thelogged in entit' %nugul J illa Pancha'at(

/he P&rticul&rs column dis"la's the &cheme and its com"onents name( '&s in F&nd A#ount column dis"la's the cash in handamount a+aila le unde# a "a#ticula# scheme( /he )e*osit section dis"la's the t'"e of %ccount @an /#easu#' Post >ffice %ccountnum e#s and the a+aila le alance in that account( Adv&nces A#ount column dis"la's the ad+ance amount gi+en to othe#

eneficia#ies( /he r&nd Tot&l A#ount is the sum of '&s in F&nd )e*osit and Adv&nces amount .

&te" 3 : &c#oll down to +iew mo#e details of the O*enin! /&l&nce Re*ort.

;ote: /he details of the ad+ances ente#ed unde# the scheme Twelft %in&nce 'o##ission a#e dis"la'ed(

Adv&nce iven To dis"la's the eneficia#' to whom ad+ance is gi+en . A!enc"5 #*lo"ee n&#e column dis"la's the name of theeneficia#'( 'l&ssific&tion column dis"la's the %ccount =ead $a o# $ino# =ead classification unde# which ad+ance is "aid(

P&rticul&rs column dis"la's the "u#"ose fo# which the ad+ance was gi+en and the A#ount 9in Rs.: column dis"la's the amount thatwas gi+en as ad+ance(

&te" 4 ,lic 'lose to #etu#n to the P-I%&oft #&in menu "age(

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the >"ening @alance -e"o#t(



Page 629 of 633

28.31 /&n45 Sc e#e Eise =ist of Accounts Re*ort

/he @an &cheme Wise ?ist of %ccounts #e"o#t ena les 'ou to +iew the an wise o# scheme wise list of an accounts ofeach P-I(

%n' autho#i*ed use# can +iew @an &cheme Wise ?ist of %ccounts #e"o#t in the P-I%&oft a""lication unde# Re*orts.

,lic 7eDt to +iew a demonst#ation on +iewing the @an &cheme Wise ?ist of %ccounts #e"o#t(



Page 630 of 633

28.32 /&n45 Sc e#e Eise =ist of Accounts Re*ort )e#onstr&tion


&te" 2 Dnde# Re*orts select /&n45 Sc e#e Eise =ist of Accounts

;ote: /he /&n45 Sc e#e Eise =ist of Accounts "age is dis"la'ed(


&te" 3 >n the /&n45 Sc e#e Eise =ist of Accounts "age clic the Select %in&nci&l e&r d#o" down to select a financial 'ea#( Inthis e!am"le we will select 2010 2011 (

&te" 4 &elect the desi#ed o"tion in which 'ou want to +iew the #e"o#t( In this e!am"le we will select Sc e#e Eise to +iew the anaccount details in o#de# of schemes(

;ote: Eou can select /&n4 Eise if 'ou want to +iew the list of an accounts acco#ding to @an wise classification(




Page 631 of 633

;ote: %fte# 'ou clic .iew -e"o#t the Sc e#e Eise =ist of Accounts "age is dis"la'ed this #e"o#ts dis"la's the consolidated list of all

an accounts and thei# details listed unde# "a#ticula# schemes(

/his #e"o#t dis"la's the details of an accounts unde# "a#ticula# schemes in the following columns:Sc e#e 7&#e dis"la's the name of the scheme unde# which the an account has een ma""ed(/&n4 7&#e dis"la's the name of the an to which the "a#ticula# account elongs(/&n4 /r&nc Address dis"la's the add#ess of the an #anch to which the account elongs(/&n4 Account 7o dis"la's the an account num e#(=&st Tr&ns&ction )&te dis"la's the last date on which the#e has een a t#ansaction using the "a#ticula# an account .Bouc er T"*e column dis"la's the t'"e of t#ansaction whethe# funds ha+e een #ecei+ed in this account o# "aid out of thisaccount( /he +ouche# t'"e can e Recei*t P&"#ent 'ontr& o# Courn&l.

)o# e!am"le +iew the list of an s ma""ed to the Sc e#e : /&c4w&rd Re!ion r&nt %unds. /he /&n4 7&#e /&n4 /r&ncAddress and the /&n4 Account nu#bers a#e dis"la'ed . ;otice that %ccount num e# 123132 dis"la's a t#ansaction on 015 0;52010and .ouche# /'"e is R denoting that it is a -ecei"t .ouche#( /his im"lies that some funds ha+e een #ecei+ed in this an account on01 08 2010(

&imila#l' notice that a ,ont#a .ouche# has een #eco#ded on 0150352011 in a /&n4 of Indi& an account(

/his #e"o#t dis"la's 2 uttons: Print and 'lose (

,lic ing Print will "#int this #e"o#t(,lic ing 'lose will ta e us ac to the /&n45Sc e#e Eise =ist of Accounts "age(

&te" 6 ,lic 'lose to #etu#n to the /&n45Sc e#e Eise =ist of Accounts "age(

&te" 7 >n the /&n45Sc e#e Eise =ist of Accounts "age clic 'lose to #etu#n to the P-I%&oft main menu "age( (

,ong#atulations( Eou ha+e now lea#nt to successfull' +iew the @an &cheme Wise ?ist of %ccounts #e"o#t(



Page 632 of 633


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