PRIASoft

Panchayati Raj Institutions Accounting Software

Objective

• To facilitate better financial management of Panchayati Raj Institutions (PRIs) by bringing about transparencyand accountability in the maintenance of accounts thereby leading to better credibility and ultimately strengthening of PRIs

Stakeholders

PRIASoft

C&AG

State AG/PR Deptt.

Societies (DRDA)

BDO

ZP

BP

GP

Citizen

PRIASoft - Features

• Simplicity

• Simple & Easy to Use

• Double Entry Accounting concepts hidden from end users

• Panchayats only need to understand the use of four vouchers generating all reports automatically

• Standardization

• Based on the 4-tier Simplified Model Accounting Format recommended by C& AG

• Follows Double-Entry, Cash Basis of Accounting

PRIASoft - Features

• Focus on Schemes• Central Government Schemes available uniformly

across the country

• State Government Schemes available uniformly across the State

• Schemes divided into components and sub-components

• Mapping of schemes/components with account heads

• All receipts and payments captured at scheme/component level

• Account Head details hidden as much as possible facilitating easy voucher entries

PRIASoft - Features

• Adaptability

• Can be easily configured to meet State-Specific needs

• Can be used in State’s official language

• Security

• Completely Security-Audited

• Data is passed over a secure network

• Audit logs of all transaction data maintained by the system

• Availability

• Web-based software, available 24X7

• Transparency

• Reports available in public domain

PRIASoft - Features

• Two Stage Data Entry

• Operator

• Administrator

• Alerts on Important Transactions Thru

• SMS

• E-mail

PRIASoft Sections

Master Entry

Period End Procedures

Transactions

Reports

Captures the Master Data (Account Heads / Bank / Treasury /Post Office / Scheme / Stock etc)

4 Vouchers

(Receipt/Payment/Contra/Journal)

Bank / Treasury / Post Office

Reconciliation

Receivables /Payables

8 Formats prescribed by C & AG

Additional Accounting Reports

such as Ledger Book, Journal

Book etc.

Day Book Closing Month Book Closing Year Book Closing

How to start using PRIASoft

C&AG

Define Central Govt. Schemes

Map Central Govt. Schemes to Accounting

Heads

State Admn.

Define State Govt. Schemes

Map State Govt. Schemes to Accounting Heads

Map Central & State Govt. schemes to

ZP/BP/GP

Define State Level Banks

Accounting Entity (ZP/BP/GP)

Define required District level branches of National & State

level banks & Treasuries (by ZP)

Define Bank/PO/Treasury A/cs

Set Financial Year

Enter OB

Enter Transactions

Perform Period End Procedures

Generate Reports

Opening Balance

• Every Panchayat that decides to use PRIASoft should first prepare a Statement of Affairs and then enter the same in PRIASoft as Opening Balance.

• Opening Balance can be modified till the first Day Book is closed

• The System provides provision to enter Opening Balances of amounts available in Panchayat’s Own Fund and Schemes

• Balances available in Cash in Hand and various accounts in Bank, Treasury and Post Office under various schemes can be recorded.

• OB of any advances given to employees and agencies under own funds/schemes can also be recorded

• Opening Balance for subsequent years are automatically calculated by the system

Voucher Entries

Four Types of Voucher Entries are possible:

• Receipt Voucher

• Payment Voucher

• Contra Voucher

• Journal Voucher

Receipt Voucher

• A Receipt Voucher would be required by a Panchayat to record or capture the details of any inflow of funds for the Panchayat.

• Panchayati Raj Institutions may receive money as• Direct Receipt• Transfer Receipt (money transferred to them by other

PRIs)• Advance given by other panchayats to do deposit work• Refund of Advance ( Advance refunded by other PRI)• Refund of Excess Payment• Cancellation of Cheques• Refund of OB Advance

Payment Voucher

• A Payment Voucher would be required by a Panchayat employee to record the details of any outflow of funds from the Panchayat

• The outflow of funds incurred by the Panchayat could be related to• Actual Expenditure incurred by the Panchayat• Transfer of Funds to other Panchayats• Payment of Advance to other Panchayats, Line Departments,

Agencies or Employees

• PRIASoft also allows cancellation of receipts through Payment voucher

Payment Voucher

• Payment Voucher can also be used to record adjustment of

• Advances recorded in OB

• Advances made through Payment Voucher

• Stock Advances

• Various deductions such as Royalty, VAT etc.

Work/Case Record

• PRIASoft allows the Panchayat to capture the details of Work

• Expenditure can be booked against a specific work

• Advance can be given by a Panchayat to another on a specific work

• Expenditure on a work can be booked under more than one source of fund (scheme or own funds), as specified in

the work approval details

Contra Voucher

• A Contra Voucher would be required by the Panchayat to record any transactions occurring between cash-in-hand and bank/treasury/post office and vice versa and also between two bank/treasury/post office accounts.

• Contra voucher can only be used to record the transactions that occur within a scheme or its components

Journal Voucher

• Journal Voucher would be needed by a Panchayat to record any book adjustment/rectification (from one Account Head to another Account Head)

• Journal Voucher can be used by Panchayats to do

• Receipt Rectification

• Payment Rectification

• Advance Rectification

• Advance /OB Adjustments

• Deductions

• Freeze Opening Balance

• Freeze all the Vouchers pertaining to all the schemes for that Day

• System will not allow freezing of payment voucher if sufficient funds is not available in the corresponding Scheme/Component from which the payment is being made Day Book

Closing

• Close Day Book for all the days

Month Book Closing

• Close Month Book

• Reconcile all the accounts maintained by PRIs in Bank/Treasury/Post Office

Reconciliation

• Grand Total of Part A/Part B of annual receipt//payment account should match

Year Book Closing

• Opening Balance for the next year computed

Voucher Entry for Next Year

Period End Procedures

Bank/PO/Treasury Reconciliation

• PRIASoft allows the Panchayat to compare its own Cash Book with Bank/PO/Treasury Pass Book and generate a reconciliation report

• Reconciliation can be done once in a month

Monthly Reconciliation Statement

Master Entry

• Set Financial Year• Treasury• Treasury Account• Bank Branch• Bank Account• Post Office• Post Office Account• Opening Balance• Cheque Books• Employee• Resident• Agency• Stock• Work/Case Record

PRI-Wise Reports

• Day Book

• Monthly Cash Book

• Scheme- wise Cash Book

• Ledger Book

• Journal Book

• Scheme Wise Cheque Receipt Details

• Scheme Wise Cheque Issued Details

• Register of Advances

• Register of Receivables and Payables

• Annual Receipt and payment Account

• Scheme Wise Annual Receipt and payment Account

• Consolidated Abstract Register

• Monthly Reconciliation Statement

• Stock Register

• Opening Balance Report

• Bank/Scheme wise List of Accounts

• Scheme Wise Trial Balance Report

• Trial Balance Report

• Transaction Report

• Fund Diversion Report

• Subsidiary Cash Book(Consolidated,Govt.Account, Panchayat Samiti)

• Deduction Report

• Vouchers Report

• Cheques Issued but not yet Presented

• Cheques Deposited but not yet Realised

• Cheques Received but not yet Deposited

• Account Wise Cash book Report

• Statement for the functions listed in eleventh schedule

• Audit Log

• Work Wise Expenditure Report

PRI-Wise Reports

Day Book

Monthly Cash Book

Scheme-Wise Cash Book

Ledger Book

Journal Book

Scheme wise cheque receipt Register

Scheme wise cheque issue Register

Register of Advances

Register of Receivables and Payables

Annual Receipt and Payment Account

Scheme wise Annual Receipt and Payment

Account

Consolidated Abstract Register

Monthly Reconciliation Statement

Stock Register

Opening Balance Report

Bank/Scheme Wise List of Accounts

Scheme Wise Trial Balance Report

Trial Balance Report

Transaction Book

Fund Diversion Report

Consolidated Subsidiary Cash Book

Govt. Account Cash Book

Panchayat Samiti Cash Book

Deduction Report

Voucher Report

Cheques Issued but not yet Presented

Cheques Deposited but not yet Realized

Cheques Received but not yet Deposited

Account Wise Cash Book

Statements for functions listed in

11th schedule

Audit Log Report

Work Wise Expenditure Report

PRIASoft Reports – Scheme-wise

• Scheme-wise Cash book• Scheme-wise Receipts & Payments• Scheme-wise Ledger Book• Scheme-wise Journal Book• Scheme-wise Summary Report

Statistics : Total No. of Panchayats

on Board

57

No. of Panchayats with Master Entry

No. of Panchayats with Vouchers

Zila Panchayat 446 443

Block Panchayat 4,995 4,906

Gram Panchayat 1,83,183 1,70,035

1,88,624 1,75,384

Statistics (Contd.)

Total No. of Transactions Entered

Total Value of Transactions entered (in Crores of Rs.)

Receipts Vouchers Payments Vouchers

Zila Panchayat 6,76,410 11,05,907

Block Panchyat 10,38,401 45,60,640

Gram Panchayat 1,85,51,974 2,00,26,411

2,02,66,785 2,56,92,958

Receipts Payments

Zila Panchayat 120064 103794

Block Panchayat 78215 74772

Gram Panchayat 45493 40617

243772 219183

Statistics (Contd.)

Book Closure Summary (2012-2013)

Book Closure Summary (2013-2014)

Month Book Closed Year Book Closed

Zila Panchayat 333 284

Block Panchyat 4035 3162

Gram Panchayat 146960 127371

151328 130817

Month Book Closed Year Book Closed

Zila Panchayat 332 0

Block Panchayat 3753 0

Gram Panchayat 147432 0

151517 0

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