As from May onwards, the year of issue and not the month of issue is

the account unit for Money Order issues of the previous financial year, a separate Objection Bock will be maintained in the Money Order Section in respect of objections relating to the issues of the previous year. But after all the monthly Objection Books up to June Accounts are closed, unadjusted items of the previous year will be copied into the yearly Objection Book referred to above and adjustments in respect of those items recorded therein.

3.106 To close Money Order Objection Book, two transfer entries must be prepared for each circle, in respect of the monthly total of the first two money columns, clearing the head, “8781- Money Order -001-01 Inland Money Orders-000001-I Year of issue (Current Year)” by debit and credit, respectively to the head “8553- Postal Advances-001-01 Postal Advances-02-0001-Overpayment or Short Credit on Money Orders” and “8446-Postal Deposit-001-01-Postal Deposits-6-0001-Short Payments or Excess Credit on Money Orders”.

in accounting” in the Summaries of money orders issued (vide Para 3.104), all adjustments which effect the head “Inland Money Orders” must, as a general rule, be made by an addition to, or deduction from, the head on the payment side.

NOTE -- When it is discovered that the Postmaster's credit on account of the

value and commission of Value Payable or other money orders is short or excess under one head, and vice versa under the other, the adjustment of this mistake should be made in the same manner as in the case of the exception referred to in this Para.

Adjustment Register

3.108 An adjustment register will be maintained in Form D.G.

(PA)-434. The total of money columns of each month's adjustment register will be deducted from the total balance of the amounts under objection. It is therefore necessary that the adjustment register should be closed simultaneously with the Objection Book.

3.109 An abstract of objection will be kept in Form No. A.T.M.-

131. A general abstract of all Objection Books should be prepared in order to bring together the amounts, under-

(1) Objected to during the month. (2) Adjusted during the month. (3) Balance under objection.

NOTE -- The opening balance to be posted in the first column of the New Year’s

abstract of objections in Form A.T:M.-131 will be the March Final balance of the previous year's abstract.

3.110 A broad sheet of the debits and credits of the “8553-Postal

Advances-001-01 postal Advances-02-0001-Overpayment or Short credit on Money Orders” and “8446-Postal Deposits-001-01-Postal Deposits-6- 0001-Short payment or Excess credit on Money Orders” will be maintained in form No. M.S.O. (T)-129 and M.S.O. (T)-111 respectively.

Overpayments should, for the purpose of verification and control, be resolved half yearly into items of actual transactions in a register in Form No S.Y.-285, which should be reviewed by the Accounts Officer. In the analysis of balances under P&T Advance, M.O. overpayments the Director/Dy. Director may, at his discretion, dispense with details by individuals items relating to the immediately preceding half year.

Appropriation Accounts

3.111 Detailed instructions on this subject will be found in Chapter 6 of the Postal Accounts Manual, Volume I. All cases of Money order frauds and embezzlements, wrong payments and double payments involving Rs. 100 and above etc. will be included in the register referred to in para ibid.

Cash Account Entries and Account Objections

3.112 The Cash Account of each Head Post Office shows the

following entries on account of money orders, viz, under Receipts (1) “Money Orders issued” (2) “Commission on money orders”, and under Payments (3) “Money Orders paid”. The figures for money orders paid will also be distributed and exhibited in the inner column separately for the three months of issue, i.e. for the previous month, the current month and the following month. All items will be posted against the corresponding heads in Classified Abstract (but see Para 3.113).

NOTE -- The Commission on Field Service money orders is not

included in the credit in the Cash Account, but is adjusted in the Postal Accounts Office vide Para 3.19.

3.113 Deleted 3.114 Deleted

3.115 Besides the entries in the body of the cash account referred

to in Para 3.112, there may be sundry entries under unclassified receipts or unclassified payments in rectification of overpayments or short-payments of money orders, and the checker of the Postal Accounts Section will

carefully examine the schedules with a view to tracing out such credits or debits and -deal with them under the following rules:--

(a) Recoveries of over-payments should he credited to “P&T Advances Money Order-Over-Payments”.

(b) Charges on account of short-payments should be debited to “P&T Deposits-Money Order-Short-payments”.

(c) Charges on account of void orders should be debited to the “Inland Money Order” head.

(d) Adjustments on account of short and excess credits of commission should be credited to “Commission on Money Orders” and debited to “Refunds-Money Order Commission” respectively.

3.116 The checker of the Postal Accounts Section will classify the entries referred to in para 3.115 on the assumption that they adjust out standings under the heads named, and furnish the Money Order Section with full details of items (a), (b) and (d) in a register in Form D.G. (PA)- 436. The register should be sent to the Money Order section twice a month, after the receipt of the account for each period. The Money Order Section will adjust the items in the respective objection books.

Recoveries/Payments on account of excess/erroneous/short payments of individual MOs appearing in the P.O. accounts relating to the issues of foreign circle Postal Accounts Offices will be finally adjusted under the head, “IMO” in the accounts of the circles in which the transactions occur, and their particulars will be intimated to the concerned Postal Accounts Offices through a monthly Recoveries & Refunds statement in the existing form. No advice of credits/debits on this account will be exchanged among the Postal Accounts Offices.

the adjustments referred to in Paras 3.115 and 3.116 against the corresponding items in the Objection Book. If no such items exist, a provisional adjustment will be made to deal1 the outstanding by credit or debit to “Postal Receipts-other items” under “155-Postal Receipts, 7 Other Receipts” other items. The items will not, however, be allowed to rest finally under this head. The reasons for each credit or charge should be ascertained by a reference to the Money order concerned. If the money order referred to does not disclose any discrepancy, the Postmaster should be addressed as to the cause of recovery or payment. If correct particulars or the money order are furnished and the money order shows a discrepancy a ‘not to issue’ objection statement will be prepared and the head “Postal Receipts-Other items” will be cleared by transfer or the credit or debit to the proper head. If the paid money order has not come under check a note will be made in the issue list with instruction to the debit-checker to prepare a ‘not to issue’ objection statement for the amount or the money order when debit checked. If, on the other hand, the paid money order does not reveal any difference, and the correspondence with the Postmaster becomes protracted without any result the amount may rest finally under the head “Postal receipts”. In the case of charges, however, the items may be waived up to the limit of Rs. 25. If the amount exceeds Rs. 25 the case should be reported to the Director General, Postal Services (PA Wing) if it cannot be settled with executive officers”. No action need be taken for sums or 15 paise and less, which may be allowed to remain finally under the revenue head. A note should, however, be made in the Register of amounts waived (Form No. S.Y.-265) in the column provided for the purpose of recovery of items, however small, which were already waived. Suitable notes of action taken in respect or provisionally adjusted items and of the final adjustment of those items should be recorded in the register of refunds and recoveries for the month against the items concerned. A summary detailing the adjustment of the

total figure in the register of refunds and recoveries under each head of account will also be given at foot of the register below the last entries.

NOTE -- Outstanding items of recoveries and refunds under the head “Money

Order Commission” in the register of refunds and recoveries are allowed to remain under that head and are not transferred to the head-“other items” under 155-Postal Receipts 7-0ther Receipts. In the case of outstanding items of recoveries the items will be finally admitted without any investigation. As regards outstanding items of refunds of money order commission no action need be taken for sums of Re. 1 and less. Each item exceeding Re. 1 should be fully investigated. The final clearance of the items of refunds should be watched through the broadsheet mentioned in par1 3.118. In every case a note of refund should be kept in the Issue list in the proper place to guard against double payment.

3.118 To enable the J.A.O. and the Branch Officer to see whether

all the items in the Refund and Recovery register which were provisionally adjusted to “Other Receipts” in a month have subsequently been finally adjusted to the proper heads, a broadsheet in the Form of abstract of objections M.S.O. (T)-l31 should be maintained in the Objection Book group showing the amount provisionally adjusted in a month and the subsequent final adjustments in different months against it. The Broadsheet and the Refund and Recovery Register should be submitted to the Branch Officer for review on the 28th of each month.