e recon
TRANSCRIPT
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Presented By
B.Satish Babu, I.R.A.S.,Dy.FA&CAO/WS/LGD
Date: 07th December, 2011Venue: C-TARA
PERSPECTIVES ON WHERE WE STAND AND ROAD TO THE
FUTURE
presentation Index
Existing Manual Reconciliation System
Need for E-Reconciliation
Problems and issues in E-Recon
Suggestions to improve the E-Recon
Conclusion
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It is not the strongest of the species that survives, nor the most intelligent that survives. It is the one that is the most adaptable/responsive to change.
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CHARLES DARWIN well known for theory of evolution and author of
“Origin of Species”
CHANGE IS INEVITABLE
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So, Reconciliation of Railway Transfer transactions is also not an exception to the
change.
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Now look at present manual system of transfer transactions and reconciliation and codal provisions
What Code says about transfer transactions?
As per Para 301 of
Accounts Code vol.I, it is the duty of the Accounts
Officer
adjust in his books of account the items of
expenditure or receipts pertaining to his own
circle and transferred to him by other Accounts
officers;
to transfer to other
accounts circles the
items pertaining to them which originate in
his circle 6
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The Indian Railways Accounts Code Volume One – Chapter 4 deals about the procedure of
the Transfer Transactions
Para 401 of Accounts Code Vol.I
All Inter Railway transactions (Intra
Railway transactions too) are technically known as “ Transfer
Transactions”
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Para 402 of Accounts code vol.I says
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As a general rule all transactions between two different accounting units in the same railway or between two railways should be settled by book adjustment (i. e. not by actual payment or
recovery of cash).
Then what is Book Adjustment ?
What is book adjustment ?
It is classifying the transactions in the books of the Railways under the relevant remittance head of accounts and
Transferring them to the Accounts Officers concerned for incorporation in their accounts for the months specified
by means
of Transfer Certificat
es (A 406)
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Para 406 says
Transfers between any two accounting
units within the same Railway
should be affected by means of TRANSFER
CERTIFICATE (TC)
The unit initiating a
transfer should prepare the TC
in duplicate
And send one copy duly
supported by initial accounts
records or vouchers to the unit to which the
transaction pertains and
Retain the other copy
as the Office copy.
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Para 407 says about acceptance by the responding officer
Para 408 says about “Numbering and watching the acceptance of Transfer Certificate” – to see there is no break in the serial
number
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T.C.s should be issued /returned duly accepted in even flow and not
left over till the last date in the prescribed schedule.
No T.C. should be issued without accepted vouchers except in the
case of Cash transactions or stores supplied to other Railways or
Labour dept. central cess charges.13
NEED FOR DEVELOPMENT OF SOFTWARE FOR TRANSFER TRANSACTIONS
The reconciliation meetings at the end of each quarter and
preceding month (i.e., February)
attended by large number of
officers/staff which involve substantial time and financial
implications
besides acrimonies and disputes amongst the
participating staff
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NEED FOR DEVELOPMENT OF SOFTWARE FOR TRANSFER TRANSACTIONS
To reduce the time consumed in the physical
transfer of vouchers
To avoid delay for the expenditure to be accounted
in the same month of incurrence.
Thereby to ensure more realistic comparison of expenditure with
reference to Budget Proportion of a Month.
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NEED FOR DEVELOPMENT OF SOFTWARE FOR TRANSFER TRANSACTIONS
Eliminate the need of Approximate Account
Current
Ways and means to be authorised on actual
basis
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CONCEPT OF E - RECON
Entrusted to Western Railway
Conceived by Exilant
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E – Recon - visualisation
UPLOAD
SETTLEMENT
MAKING OF JV’s
Download of e-recon data into FMIS 18
What is E - Recon
It is a Online Transfer Transaction Portal for
Indian Railways
Offers settlement of transfer transactions
among units and Railways.
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What is E - Recon
Disputes/differences of opinions in regard to acceptance of a TC etc. are resolved by the Presiding Officer
in the Quarterly Reconciliation
Meetings.
In E-Recon, a provision also exists for presiding officer
but in electronic mode.
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E-Recon – minimum requirem
ents
Availability of PC with
Railnet/Internet
connectivity
Browser Internet Explorer
7.0 version and above
Good quality scanners for the purpose of scanning documents
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P D F – File Attachments
File attachments should be in PDF format
PDF means Portable Document Format supported by Adobe systems
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TEAM VIEWER
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If you have issues and seek remote help, you can install TeamViewer (free version) and seek help
from help desk by giving them userid and password which shall appear on your screen.
REVENUE AND CAPITALTransfers between Revenue and Capital or vice versa and
their reconciliation are not in the scope of E-Recon.
These will continue to be part of the Non Transfer Transactions for which JV can be made from one of the existing running modules 24
Physical exchange of related vouchers will continue to take place as is being done at present.
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Non Provision of generation of one Journal Voucher (JV) for two or more similar accepted
TCs
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E-Recon – teething problems encounterded
Lack of sufficient infrastructure
Non availability of User friendly detailed Manual without scope for
interpretation
Not known the exact status of Transfer Certificate (TC) with regard
to place of pending 27
E-Recon – teething problems encounterded
Generation of J.V’s
combining similarly
placed T.C.’s
Link Concordance for the O/W
from Unit level to Central
Books at Hqrs level. 28
E-Recon – Suggestions or Areas of improvement
Section wise User Id and passwords
should be activated.
This enables focused monitoring each section of the data transmitted
by them instead of going to entire
data generated by all sections.
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E-Recon – Suggestions or Areas of improvement
Suggestions and areas of improvement
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For transactions where Spending Units (SU) are either not relevant or not mandatory such as Suspense Heads, Civil Heads, Deposits, Loans and Advances.
E-Recon is not allowing to proceed without input of Spending Unit code. This has to be addressed.
Suggestions and areas of improvement
The means of exchange of Monthly Lists (ML) for inward and outward transactions with NIL difference in the new system
needs to be tested.
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Suggestions and areas of improvement
If the Section to
which it was forwarded is not correct, it can again be returned to
Books section for
re-forwarding to correct section.
All inward TCs of Intra-Railway on Hqrs can be posted to
Books section for
redirecting/forwarding to
correct section.
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Suggestions and areas of improvement
The reasons for rejection of TC should be mandatory and appear to
the receiver.
Digital signature should be incorporated to authenticate the
documents
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Suggestions and areas of improvement
Provision of Hqrs Stores unit (008782 54) Hqrs Traffic unit
(008782 57) to be enabled to avoid the routing of Stores transactions and Earnings transactions through
Hqrs Central Books
Necessary provision to be enabled for incorporation of Section Code in
the JV Numbering system. In absence of such provision, all JVs
are appearing in the accounts with the Books Section Code (01) 34
Suggestions and areas of improvement
In E-Recon environment, JV to be prepared only after acceptance of the TC by the destination unit. However the same method cannot be compatible for sundry earnings, as the same is impracticable to wait till acceptance by responding unit. Hence modification of the E-Recon to such extent is required.Some of the allocations in the Finance Code volume II and suspense heads are not being accepted in the E-Recon. The programme to be altered accordingly to accept the same ones.
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Suggestions and areas of improvement
The possibility of dispensing with transmission of
physical vouchers to be explored.
(or) Sending one abstract statement in lieu of numerous vouchers may be
tried.
Integration of E -Recon data
into FMIS under AFRES.
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Let us deviate ourselves from the above adage and implement E-Recon in letter and spirit for the good cause of the system.
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If, E-Recon is implemented in
all respects
it can facilitate speedy settlement
of transfer transactions and thereby
Approximate Account
Current can be totally
eliminated/dispensed and figures can
be reported on actual basis
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