ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE: KADAPA

Transcription

1 ANDHRA PRAGATHI GRAMEENA BANK HEAD OFFICE: KADAPA Cir No: BC - ITD Date: MAINTENANCE OF SECURITIES IN CBS-VPIS The Bank is proposing to operationalise the issue of Demand Drafts, MTs and POs using Inland Remittance Module in CBS shortly. In order to implement the said module it is necessary that branches have to create stock of Inventory through VPIS (Valuable Paper Inventory System) module. It is also noted that Branches, after migrating to CBS have not created inventory for issue of the same to Customers. 1. All the Security Forms of the Bank like Cheque books, Demand Drafts and Pay orders are referred to be Valuable Papers in CBS. The VPIS Module helps the branches to maintain and track the Inventory of Security Items. 2. Vault Teller (User Type 50) can only create inventory (VPIS). No authorization is required. 3. Vault Teller cannot issue inventory to customers directly. Vault Teller has to issue inventory to some other tellers in the branch who in turn can issue to customers. 4. The Stock of Inventory shall be segregated in to Cheque Books (by size and range), Pay Order and Demand Drafts. 5. Before starting creation of stock in VPIS MODULE, branches shall update Stock register. Stock register shall be maintained by branches for some more time simultaneously. 6. Switching of Vault Teller has to be done at the branch level incase Vault Teller is going on leave. This process does automatically transfer Cash and existing Securities from Outgoing Vault Teller to Incoming Vault Teller. After the original Vault Teller returned, switching of Vault Teller has to done again so that cash and securities will be transferred to original Vault Teller. User types of Vault Tellers shall not be changed. 7. Vault Teller has to issue inventory to teller on a daily basis on the business strength and requirement for that day. 8. Every day before EOD every teller shall return the remaining inventory with him/her to Vault Teller invariably. The procedure for creation of inventory, issue of inventory from Vault Teller to teller and return of inventory from teller to Vault Teller & related enquires and Cheque Book functions are explained in annexure. Clarifications, if any, required may be sought from the IT Department/LHD through their respective Regional Offices. (K PREETAM LAL) CHAIRMAN CREATION OF INVENTORY 1

2 PATH: VPIS Inventory Maintenance First segregate the instruments, item wise and serial number wise, then go for creation of inventory. In this screen, select Function : Create Inventory category : Select the type of inventory to be created from the drop down Inventory sub category : As per the table given Prefix : As per the table given Currency : INR Enter the instrument start number and click on transmit. In the second screen, input the following, End Serial Number : Ending Serial No. of the inventory No. of leaves per Chq. Book : Enter the number of leaves per book 2

3 MICR : No (at present) And Status should be RELEASED and click on Transmit. The inventory thus created will be available for use after 20 to 30 minutes. S.N O. Category LIST OF VPIS INVENTORY CATEGORY / SUB-CATEGORY Sub Currency Prefix Description Category INR CA C A Current Account INR SB S B Savings Bank CC Cash Credit and Over INR CC Draft INR BC Banker s Cheque (Pay Orders) Inter Branch Demand Draft INR IBDD (IBDD) INR SYBDD Syndicate Bank Demand Draft 3

4 ISSUE OF INVENTORY TO TELLER Vault Teller cannot issue inventory directly to customer. Vault Teller has to issue inventory to a teller who inturn can issue inventory to customers. The path to issue inventory from Vault Teller to Teller is VPIS Issue of Inventory Inventory Category Inventory Sub category Currency Prefix Start serial number End serial number Teller Number issued : Select the type of inventory issued from the drop down box : As per the table given : INR : As per the table given : Enter the starting serial number of the inventory issued : Enter the end serial number of the inventory issued : Employee number of the user to whom inventory is to be Click on Transmit. 4

5 After transmitting, the records status will be shown as ISSUED. Then the respective teller has to teller has to acknowledge the inventory. ACKNOWLEDGEMENT OF INVENTORY BY TELLER VPIS Acknowledgement of Inventory by Teller 5

6 In this screen, Inventory category : Select the type of inventory issued by Vault Teller from the drop down Inventory subcategory: As per the table given Currency : INR User Action : Accept the Inventories Prefix : As per the table given Start Serial number : Enter the Start serial number of the inventory received End serial number : Enter the end serial number of the inventory received Acknowledgement of : Issued inventories Click on transmit. System will show the Record Update status as ACCEPTED. RETURN OF INVENTORIES FROM TELLER TO VAULT TELLER At the end of the day, Teller has to return back the issued inventories to the Vault Teller. VPIS Return of Inventories Inventory category : Select the inventory type to be returned from the drop down box Inventory sub category : As per the table given Currency : INR Return Inventory To : Employee no. of the Vault Teller Prefix : As per the table given Start Serial No : Enter the starting serial number of the returning inventory End serial No : Enter the ending serial number of the returning inventory Click on Transmit. System will show the Record Update Status as RETURNED. 6

7 Vault Teller has to accept the returned inventories in the following path. ACKNOWLEDGEMENT OF INVENTORY BY VAULT TELLER PATH: VPIS Acknowledgement of Inventory by Teller In this screen, Inventory category : Select the type of inventory issued by Vault Teller from the drop down Inventory subcategory: As per the table given Currency : INR User Action : Accept the Inventories Prefix : As per the table given Start Serial number : Enter the Start serial number of the inventory received End serial number : Enter the end serial number of the inventory received Acknowledgement of : Issued inventories Click on transmit. System will show the Record Update Status as ACCEPTED. 7

8 ENQUIRY OF VPIS If Vault Teller wants to check the availability of stock for a particular type of inventory then the path to enquire is VPIS Enquiry of VPIS General Enquiry Select the appropriate details against fields Inventory Category, Inventory Sub Category, Currency and Status (in this case 01:Current Account Cheque, 01 and INR respectively). Select the Status as 06:Available. Brief description of various statuses of inventory is given below: 1:Lost: The particulars of inventory lost before they were issued to the customer. The status can be made available when they are found. 2:Cancelled: Particulars of inventories cancelled. 3:Damaged: Details of the inventories damaged. Once the status is made damaged, the status cannot be changed. 4:Issued to Customer: The particulars of inventories issued to customers. 5:Issued to Teller: The inventories issued to the Tellers by the Vault Teller and acknowledged by Tellers. 6:Available: The Inventory created and not yet been still issued to Tellers (Or) Inventories returned by Tellers and acknowledged by Vault Teller. It represents the Inventories ready for issuance and held by Vault Teller. 7:Issued by Vault Teller: The particulars of inventories issued by Vault Teller to Tellers, but not acknowledged by the Teller. 8:Returned by Teller: The inventories returned by a Teller to Vault Teller, which has not been acknowledged by Vault Teller. 00:Unknown: To view status of the inventory, status of which is now known. Prefix and Serial Number are mandatory for this option. In case, Prefix Number and Serial Number are entered for enquiry, enter the serial number corresponding to the first leaf of a Cheque book. Once you click on Transmit, you will see the details of inventory available as under, with that particular Status. 8

9 MARKING INVENTORY AS LOST/DAMAGED/CANCELLED: Note: Minimum Capability Level required to Mark Lost / Damaged / Cancelled status is 7. PATH:VPIS Lost/Damaged/Cancelled Inventories After filling all the details like Inventory category, Inventory Subcategory, Prefix, Starting and ending serial numbers two important fields are to be filled in. They are 9

10 Status to be changed to Lost/Damaged/Cancelled depending on the actual situation in the Status field. Reason to be mentioned in Reason field Then click on Transmit. The inventory details with the status as LOST OR CANCELLED OR DAMAGED will be displayed. ENQUIRY OF INVENTORY WHERE STATUS IS UNKNOWN Suppose Branch does not know the status of a Cheque, whether it is issued by Vault Teller, or Acknowledged by Teller, or Issued to Customer, it can checked up through the following path Menu: VPIS Enquiry General Enquiry. Enter / select the Inventory Category and Inventory Sub Category codes. In the Status field, choose option 00: Unknown. Fields Prefix and Serial Number are mandatory in this case. Enter the prefix and serial number of Cheque, status of which is being enquired. Now click on Transmit. The resulting screen will show the details of the Cheque, including the present status. TELLER LEVEL ENQUIRY This menu is useful to enquire the status of VPIS for a particular Teller in the branch. VPIS Enquiry of VPIS Teller Level Enquiry In this screen, enter the Inventory category, Inventory sub category and teller number and click on Transmit. The inventory available with that particular teller will be displayed. 10

11 CHEQUE BOOK FUNCTIONS For issuing a Cheque Book to an account three steps are involved. 1) Cheque Personalisation 2) Cheque Book Order 3) Cheque Book Issue Ensure that SB account is of Savings Cheque type only. If it is of Savings Noncheque it should be modified to Savings Cheque, then only the above three steps to be performed. The procedure to modify Account Type from Savings Cheque to Non Cheque and vice-versa is given here under. Deposit/CC/OD Accounts & Services Amend Deposit/CC/OD Account Enter the Account number and in the option field select 9: Account Type/Home Branch and click on Transmit. System will show the Existing Details and New Details. Select the appropriate option from Account Type and Sub Category in New Details. Queue will be generated. After authorization of queue, O.K. message appears. The procedure for issue of Cheque Book is detailed below. 1) CHEQUE PERSONALISATION: This is a onetime measure and should be done only once for an account based on the book size. For example, if a customer requests for 10 leaves type of cheque books, cheque personalization should be done for the first time only. From the next time onwards, cheque 11

12 book order and cheque book issue shall be done. If the customer requests for 25 leaves, then the above three steps should be done. Cheque Book Functions Cheque Book Operations Cheque Personalisation In this screen, enter the account number to which Cheque Book is to be issued and click on Transmit. Next screen appears. In this screen, select the cheque book size (either 10 leaves or 25 leaves etc) in the Leaves per Book drop down box and click on transmit. O.K. message appears. 2) CHEQUE BOOK ORDER Cheque Book Functions Cheque Book Operations Cheque Book Order 12

13 In this screen enter the account number, number of books to be issued and click on transmit. O.K. message appears. 3) ISSUE OF CHEQUE BOOK Cheque Book Functions Cheque Book Operations Issue Cheque Book In this screen, enter Account Number : Enter the account number to which cheque book is to be issued Function : S: Set VPIS Type : 01: for CA and 02: for SB Prefix : Select SB for SB cheque books and CA for Current Account Cheque books Issue cheque No. from : Enter the starting number of the issuing instruments Leaves per book : Select the appropriate book type from the drop down box Auto re-order req : No Click on Transmit. Queue will be generated. Authorize the queue. 13

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