📬 Sub Post Office Workflow (APT 2.0) – Step‑by‑Step Guide
Easy visual walkthrough of daily Sub Post Office operations: counters, treasury, mail booking, bagging, delivery, BO coordination & reports. 😊
🔑 Day Begin & Counter Allocation
- SPM/PM/APM: Treasury → Tools → Day Begin. ✅
- Allocate Counter: Booking Solution → Counter Operations → Allocate Counter to Operator. Select Employee ID & Shift ID → Allot Counter. 👥
- Counter PA: Booking Solution → Counter Operations → Begin Your Shift. ▶️
Tip: Confirm the correct Shift ID before allotting; wrong mapping leads to stock mismatch at closure. 😉
💰 Treasury Requests & Issue / Receipt
From the counter you can raise inventory & cash indents; Treasury processes and the counter acknowledges receipt.
Counter PA – Raise Requests
- 📦 Stamps/Stationery: Counter Operations → Request Inventory Stamps.
- 💵 Cash: Counter Operations → Request Cash.
- 📝 IPO: Counter Operations → Request Inventory IPO.
Treasurer – Process Indents
- Stamps/Stationery → Process Issue/Receipt.
- Cash/Cheques → Cash Process (Txn).
- IPO → Process IPO Indents.
Counter PA – Acknowledge Receipt
- Receive Stamps from Treasury.
- Acknowledge Cash Received.
- Receive IPOs from Treasury.
Close of Shift: Generate Accounts → Fetch Accounts → Supervisor Verify → End Shift → View Balance & Stock Reports.
✉️ Booking, Money & Retail / Franking Services
Use Booking Solution modules for customer‑facing services. Below are the major menus.
| Service Group | Key Actions |
|---|---|
| Quick Book – Domestic | Book Domestic Mail; Book Bulk Mails; Bulk Booking (Temporal); Virtual Data Articles; Unregistered Track. |
| Quick Book – International | Book International Mail. |
| Money Remittance | Domestic MO Booking; Bulk MO Booking. |
| Retail Services | Stamps & Stationery Sales; Philately; IPO Sale/Payment; eIPO; Bill Collections; Misc; Employee Payment; Holy Blessings. |
| Franking Services | License Creation; SOM Capture; Address Change; Cancel; Rebate; Recharge; Renewal; RMFS Refund; Authorized Transactions. |
📦 Bagging & Dispatch Operations
- Despatch PA: Bagging Operations → Fetch from Counter.
- Supervisor: INS Article Verification.
- Despatch PA: Station Bag Close → Close to concerned office.
- Bag Supervisor: Bag Close at PO; INS Bag Verification (if insured); Close Insured Bag inside Regd Parcel Bag.
- Error Mgmt Tools: Bag Deletion; Cancel Bag Despatch; Reopen Closed Bag.
- Reports: Manifest; Mail List; Abstract.
🚶♂️ Postman & Delivery Management
📨 eMO Flow
- Invoice: Choose Channel (Postman / Branch Office / Bulk Customer) → Product: eMO → Select Batch & Beat → Scan & Save → Print Delivery Slip.
- Deposit: Choose DwP (Deposit with Postman) or DwO (Deposit with Office) for Window Delivery / Re‑Invoice cases.
- Update Remarks: Local Holiday; Missent; Window Delivery; Direct Deposit; Direct Return.
- Returns/Confirmation: Pending for Returns (if not updated via IMA) OR Pending for Confirmation (to confirm postman remarks).
- Accounts: If postman confirmed via IMA, Delivery PA skip; Delivery Supervisor does Submit Accounts. Else Delivery PA takes Returns → Supervisor Submit Accounts.
- Cash Settlement: Treasury → Cash/Cheques → Cash Process (Txn) for collected amounts.
📦 Accountable / Ordinary Articles Flow
- Invoice: Channel (Postman / Branch Office / Bulk Customer) → Product (Speed Post / Registered / Parcels / Ordinary) → Batch & Beat → Scan → Print Slip.
- Deposit: DwP (with individual Postman) or DwO (with Office) for Window Delivery.
- Remarks: Local Holiday; Missent; Window Delivery; Direct Deposit; Direct Return.
- Returns Handling + Accounts: Same logic as eMO (IMA vs manual Returns).
- Cash Process to Treasury for collections.
🏦 Cash & Cheque Remittance to HO
Use Treasury Module for Cash Requests/Remittances and Cheque workflows to the Head Office / Cash Office.
Cash Request / Remittance
- Treasury Supervisor (SPM) → Day Begin.
- Treasurer: Initiate Cash Request (incl. Special Request) – enter amount, remarks, select employee(s), submit.
- Treasurer: Cash Remittance (incl. Special) – enter details & submit.
- Treasury Supervisor: Verify & Approve (SRC).
- Sub Accounts PA: Account Bag Close to HO → Despatch Bag to Cash Office.
- Cash Office / HO: Process request, close Cash Bag, generate SO Slip, close Account Bag in Sub‑Accounts Module → Dispatch via Bagging.
- SO Mails PA: Receive Bag → Sub Accounts Open Bag → Treasurer Acknowledge Cash Request / Remittance.
IPO & Stamp Requests to HO
- Treasury Supervisor → Day Begin.
- Treasurer: Stamps/Stationery Request – select category, description, count → submit.
- Treasurer: IPO Request – select denomination, qty, remarks → submit.
- Treasury Supervisor: Approve Stamp & IPO Requests.
- HO: Processes request; closes Stamps/IPO in Account Bag via Sub‑Accounts; dispatches via Bagging.
- SO: Receive Bag → Open in Sub‑Accounts → Treasurer Acknowledge Stamps / IPO.
Cheque Request / Realisation
- Treasury → Cash/Cheque Card.
- Txn Type: Payment or Receipt; Mode: Cheque.
- Enter Payee / Cheque No. / Date / Account Code / Amount / Remarks → Insert & Submit.
- Send Cheque for Realisation; linked Cash Office processes; docs closed to SO in Sub‑Accounts & sent via Bagging.
- SO: Receive & Open Bag → Cheque Disposal / Misc Approval.
🏢 Branch Office (BO) Operations at SO
- Invoicing into Postman & Delivery Mgmt: Articles + eMOs.
- Process Cash & Stamp Requests (SPM approval required).
- Sub‑Accounts PA: BO Bag Closure – capture Cash Bag weight; list docs; auto‑populated figures (Cash, Stamps, Articles, eMOs) → Generate BO Slip → Close BO Bag.
- Bagging PA: Bag Despatch to BO.
- Mails PA: Receive BO Bag.
- Sub‑Accounts PA: Open BO Bag; distribute contents – Cash → Treasurer; Mails → Delivery PA; Docs → Concerned Branch.
- Accounts Verification: Verify BO Daily Account; capture BODA Reflection; log errors and submit.
📊 Reports, Enquiry & Error Management
- View Balance & Stock Balance Report (end shift).
- Article & eMO Enquiry.
- RMFS & General Reports.
- Article Cancellation utilities.
- Bag Reports: Manifest; Mail List; Abstract.
- Error Tools: Bag Deletion; Cancel Bag Despatch; Reopen Closed Bag.
❓ Frequently Asked Questions
When should I choose DwP vs DwO during Deposit?
DwP = Deposit with an individual Postman (used for re‑invoice / postman custody). DwO = Deposit with Office (used for Window Delivery / office custody).
How do I handle Postman Returns not updated through IMA?
Use the Pending for Returns radio option, take Returns manually, then Supervisor submits accounts for that beat.
Which remarks are supported in Delivery?
Local Holiday; Missent; Window Delivery; Direct Deposit; Direct Return.
