Monday, July 22, 2013

Fix: Meghdoot Accounts MIS Trasmission sentdata error

            While transmit Meghdoot Accounts MIS data is shows an error message " Accounts MIS AccountsMISCommn-sentdata1A : Error in trasmitting file in filestxt " or " Accounts MIS AccountsMISCommn-sentdata2B : Error in trasmitting file in filestxt "


  • Common error when file was not transmitted to central server for the previous days.
  • Actually Files available in data folder/trxcheck log file created in accounts MIS folder.

  • Delete trxcheck from Accounts MIS Folder.
  • Now Execute Accounts MIS Client without error

Compiled List of Duties of a Postmaster


A.   Daily List of  Daily Duties  of a Postmaster

1.  Opening of office
2.  Supervising Cleaning and mopping of  office
3.  Ensure punctual attendance of staff
4.  Maintenance of Attendance register
5.  Allocation of duties to staff for the day
6.  Attending Table Sorting of Mails received for delivery
7.  Identification of Unpaid and Insufficiently Paid articles
8.  Maintenance of Unpaid Register
9.  Authorisation of Mos and Emos for delivery
10.  Authorisation for Treasurer for payment to Postman
11.  Check Registered / Speed Post articles received
12.  Ensure Postman to Proceed on for delivery in time
13.  Check Letters and Circulars received
14.  Circulate circulars for Staff
15.  Attend Phone Calls
16.  Check emails
17.  Check CCC complaints
18.  Check ePost messages received for delivery
19.  Check Articles booked at counter in random
20.  Prepare cheques for Wdls above 20000/-.
21.  Attend supervisory work for SB transactions
22.  Check Sanchay Post Pending forms for sanction.
23.  Check cash excess or shortage with treasurer
24.  Order Drawal of Cheques from bank / Cash
25.  Order Remittance of Cash to Bank / Cash Office.
26.  Attend Public enquires and complaints at office
27.  Check filing of work papers of the previsous day
28.  Ensure Punctual Clearance of Letter boxes
29.  Supervise sorting of outward ordinary mails
30.  Check Postman Return within dispatch schedule
31.  Check Articles returned by postman
32.  Check Redirection / Refused  / left articles for dispatch
33.  Check Payment vouchers of eMos and Mos
34.  Ensure Articles returned are dispatched on the same day
35.  Check of Standard Remarks by Postman
36.  Check all articles booked are dispatched on the same day.
37.  Check articles in deposit with the Abstract
38.  Collect Articles in deposit for safe custody
39.  Ensure  undelivered insured articles with treasurer
40.  Check VP articles in deposit with VP Register
41.  Check Consolidation of VP / MO
42.  Check Registered / Speed / Parcel Abstract and sign
43.  Check POS account verification for all staff
44.  Authorize eMos booked
45.  Check submit accounts for Postman / window
46.  Check and sign Schedules printed in POS / Postman
47.  Check TCB with the physical balance of cash and stamps
48.  Check for incorporation of accounts in Daily account
49.  Invoicing Documents and requests in daily account
50.  Generating and Printing of Daily Account
51.  Cross check Documents with Daily account
52.  Preparation of Account Bag for dispatch
53.  Closing of Office.

B. Additional  Duties of a Postmaster of Post offices with Bos

54.   Ensure Articles for Bos are sorted
55.   Ensure accountable items are invoiced in Bo slip
56.   Ensure Instructions and circulars are sent to Bo
57.   Ensure cash request and cash remittance to BO
58.   Ensure supply of forms and stationery to Bo
59.   Ensure closing of BO bag in time for conveyance
60.   Opening of BO bags
61.   Check remittances sent is acknowledged
62.   Check remittances received at office with TCB
63.   Check BO daily account items with vouchers
64.   Check for same day delivery of mails at BO
65.   Check for articles in deposit with reasons
66.   Check Mos in Deposit with reason
67.   Check for request for cash and stamps.
68.   Check accounts and closing balances of Bos
69.   Check for accounting of unpaid articles at Bos
70.   Order and Sign BO daily account.
71.   Check and sign the BO summary posted .
72.   Transfer of Items and Vouchers to respective branches
73.   Check for incorporation of BO accounts in SO
74.   Check for any irregularities , Ommission in BO
75.   Reporting of any such to the Concerned authority.

C.   Daily Duties relating to Softwares at Office

76.   Switch on Server and ensure Client Systems are on
77.   Authorise Day Begin, Shift begin packages in sequence
78.   Activate or Inactivate users accordingly
79.   Change Names of Postman if any for the day
80.   Allocate work for the day in each software
81.   Check Consolidated reports in POS at regular intervals
82.   Order Cash tranfer to Treasurer from Pos / SB counter
83.   Submit Postman Cash to Treasurer
84.   Tranfer VP Particulars for POS for booking
85.   Authorise SB transactions at Sanchay Post
86.   Submission of accounts for Postman
87.   Verification of transactions for POS
88.   Verification of SB transactions at SB Cash
89.   Day end / Shift end of Softwares in Sequence

D. Occational Duties of Postmaster in maintenance of systems and equipments at office

90.   Check UPS and Batteries at office
91.   Check Genset periodically for cleaning and servicing
92.   Purchase of Diesel /Kerosene for gensets
93.   check printers for refilling and gatridge changes
94.   Ensure cleaning of all systems by AMC thro DO
95.   Ensure Disk cleaning and defragmentation
96.   Check Back-up
97.   Ensure updation of software thro Sas

E.  Daily Duties relating to Systems and softwares
98.   Ensure that all communication packages work.
99.   Updation of MIS
100. check emails and sites for updation
101. Reply to Complaints at CCC website
102. Transfer of  sanchay post data
103. Transfer of DB analyser data.
104. Watch for Updation of antivirus and OS
105. Ensure upgradation of Drives and space in system

              F.  StandarDuties of Postmaster relating to office   Accounts / Assets and fittings

106. Maintain Stock book for all furnitures fittings
107. Maintain stock books for all display boards
108. Maintain stock / history sheets for all systems and devices
109. Maintain stock book for all sotware CDS
110. Maintain stock book for all stationery items
111. Maintain stock book for all  SB related items
112. Maintain stock book for all  Postal Stationeries
113. Maintain stock book for all unservicable items of the office
114. Maintain stock book for all condemned items

G.  Duties relating to Preparation of Accounts and statements ( Monthly)

115. Preparation of SMR and submission to HO
116. Preparation of Annexure II statement for DO/RO/HO
117. Preparation of SO account month wise
118. Preparation and submission of Returns for Ist and II nd periods
119. Submission of Paid substitute bills for postman.
120. Preparation of Leave orders and APAR for Postman if any

H. Duties relating to the Head Post offices

121. Daily submission of ECB memos if any
122. Checking of SO Slip and documents there on
123. Payments relating to salary and mazdoor for staff
124. Payments relating to GPF and other advances
125. Preparation of Bills paid list for Hos
126. Settlement of OM from Hos and SBCO
127. Updation of erros in Sanchay Post softwares
128. Printing and forwarding of halfyearly balances for RD , MIS

. I.Duties relating to Inspection Reports and Verification Reports

129. Compliance report for IR s and Vrs
130. Explanations and reporting for IR s and VR s
131. Facilitating for inspection  records
132. Maintenance of Order book
133. Verification of memos received from Sub Divisions
134. Submission YVR and HYR

                   J.  Duties relating to his own office

135. Preservation of records according to periods
136. Maintenance of MDW, DMSL , Duty chart , Book of information
137. Maintenance of Complaints and suggestion Book
138. Maintenance of CMAP
139. Drawal of cheques for Payments for accounts closed
140. Drawal of cash from bank
141. Maintenance of remittance register for cheques / cash to banks
142. Ensuring clearance of cheques presented to bank
143. Updation of date of clearance of cheques for ebills
144. Maintaining Office Order book
145. Daily check on closing stamp advance for office and staff
146. Ensuring cleaning of all seals and stamps of office
147. Check and signing Book of Postmarks on daily basis
148. Ensuring staff for relief on leave / Deputation / Training
149. Attending customer enquiries  at office and clarification of doubts
150. Indenting for Forms and stationery
151. Indenting for stamps
152. Indenting for cash certificates
153. Indenting for Pass book and other registers

K.   Duties as a Care taker of the Office Building and premises

154. Outside campus cleaned and garbage removed
155. Watering of plants/trees/lawn
156. Cutting of hedges and trimming of trees whenever required
157. All the campus lights and back lit boards in working order
158. Cleaning and mopping of office floors with disinfectant
159. Cleaning and mopping of counter area twice a day or more as per the  
        custome traffic and emptieng of waste paper baskets in public hall/office hall
160. Dusting of furniture/counters
161. Cleaning of window glass panes / counter glasses with water/spray
162. Cleaning of toilets after every two hours with phenyl/ disinfectant and
     availability of water
163. Cleaning of wash basin and availability of naphthalene balls
164. Punctuality of staff
165. Availability of soap/liquid soap in toilet
166. Mopping of drinking water area every half an hour
167. Availability of sufficient cash at the counters
168. Fans / Tube lights/roof/walls to be cleaned at least once in a month
169. Free availability of forms used by the
170. customers at the identified place in public hall
171. Genset is in working order
172. Availability of sufficient diesel
173. UPS in working order – water level of batteries checked
174. Availability of sufficient office stationary

L. . Duties relating to BD and Marketing

175. Ensure sale of Retail Post items for Business
176. Market all retail post items
177. Ensure placement of Advertisement Boards in and out of office
178. Ensure sufficient stock of Retail Post items by Proper indenting .
179. Attend meetings and melas
180. Provide Daily / Weekly / Monthly / quarterly / halfyearly / Annaul reports as

                    M. Duties relating to E based services

181. Market and book IMOs and Videsh Mos at office
182. Facilitate customer with refreshment for IMT transactions
183. Explain features of e products and service

            N .  Duties relating to PLI and RPLI

184. Procure PLI and RPLI business for the target alloted to the office
185. conduct melas and Drives for RPLI
186. Process policy proposals for submission to Sub Divisional Head
187. Account Proposals and Insured value procured at office and Bos
188. Issue Certificate of Credit for Premiums paid at the office
189. Process and send loan / closure / maturity of policies
190. Payment of Maturity / loan for policies at office marked by HO
191. Motivate Postman and GDS officials for procurement of RPLI policies

 O .   Duties relating to repairs to Software /  systems and equipments

192. Log call with the AMC company for repair to systems and equipments
193. Inform DO / SA on software problems
194. Inform RO on problems  referred to .
195. Record all problems relating to software / hardware and equipments
196. Ask for replacement of systems and equipments for repaired once
197. Call log with BSNL authorities for internet connectivity problems

   P.   Duties relating to office expenditure

198. Use of telephones only for official purpose
199. ensure the bill doesnot exceed the authorised limit for the Office
200. endure forms are not misused at office
201. Ensure electric appliances are switched off when not in use
202. Ensure that office stationery are not put to waste