E-Recon or Transfer Transactions
(with inputs from Sri Xavier Gnanaraj
D, Sr.AFA(Retd)/S.Rly &
Sri KMKV
Prasada Rao, SSO (A)/WWS/RYPS/ SCRly)
« E-Recon
full form - Electronic
Reconciliation.
« It is a Online Transfer Transaction web based Portal
introduced on 01.04.2011.
« Exclusively
developed to process the Intra and Inter Railway Transfer transactions through
online.
« 301
AI - It is the duty of the Accounts Officer
i.
Outward - To transfer
to other accounts circles the items pertaining to them which originate in his
circle, and
ii.
Inward
- To 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;
« 401 AI - All
Inter Railway transactions (Intra Railway transactions too) are technically
known as “ Transfer Transactions”
« 402 AI - 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).
« Para 406 AI says....
Transfers between any
two accounting units within the same railway should be effected by means of
Transfer Certificates (A. 406)
The unit initiating a transfer
should prepare the Transfer Certificates (A.406) in duplicate,
send one copy duly supported by
the initial accounts records or vouchers in which the details of the
transactions are set forth to the unit to which the transaction pertains
and retains the other copy as the Office copy
« Dispensing
the manual exchange of TD/TCs among the different Zonal Railways/Divisions at
the Reconciliation meetings.
« E-Recon
meant for Transfer transactions among various Accounting units such as Zonal
Railways/Divisions only. Outturn JVs,
rectification of errors & other adjustments which does not involve transfer
to other units are to be dealt only in
IPAS -Integrated Payroll & Accounting System.
« Transfer Transactions
fall under two categories namely “Cash” and “Adjustment”.
« Cash: Cash
transactions originate through CO7s, wherein Transfer Divisional allocations are
fed on account of expenditure incurred or recoveries affected on behalf of Other
Rlys/Divisions/ Unit Accounts Offices, which will subsequently be transferred
to the respective units.
« Adjustments: Adjustment
transactions originate through JVs, whereby Drs/Crs on account of works carried
out in our workshops, material assistance rendered on requisition, CRRMs, etc.,
for other Rlys/Divisions/Unit Accounts Offices raised against the respective
units.
« TD/TCs of
cash items - Downloading the cash data
from IPAS and uploading into E-Recon.
« TD/TCs of non-cash items - Entering the key
information of the Dr/Cr proposed to be raised.
« The vouchers
required to be sent are scanned, saved as PDF files and uploaded to eRecon as attachment
to the respective TD/TCs.
« After uploading
is over, the TD/TCs are approved by the Source Unit.
« Immediately
after the approval, the Destination Units can view the TD/TCs in their systems.
« If the
destination units confirm that the Dr/Cr pertains to their units, the TD/TC
gets accepted and the subsequent JV prepared and approved for their accountal
in General Books.
« 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.
Advantages
1)
Maintain the Transfer Transactions efficiently,
accurately, quickly and within target dates.
2)
Avoids 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
3)
To reduce
the time consumed in the physical transfer of vouchers.
4)
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.
5)
Ways and means to be authorised on actual
basis.
6)
Generation of Account Current has been advanced
drastically.
7)
Reduced the unavoidable TA/DA of staff and movement
of documents from one accounting unit to another.
8)
Avoided considerable delay in accepting the TD/TCs
by the destination unit.
9)
Simultaneous accounting of Dr/Cr by both source and
destination units by preparing JVs on both sides.
10) Since
reasons for rejection of an Inward TD/TC are recorded and rejection of Outward
TD/TC are immediately known to the Source Unit, the source unit can take
necessary rectification measures such as passing on requisite information to the
Rejected Unit or raising of TD/TC on the connected unit.
Suggestions/Improvements
1)
All the Transfer Divisional allocations used in the
Indian Railways have to be made available in the system. Since non-availability
of some of the units leads to forcible preparation of JVs on IPAS system.
2)
Certain allocations like 21219907, 05914 35 etc.,
are not accepted in eRecon. This also leads to preparing JVs in IPAS.
3)
Since eRecon follows schedule dates strictly ie.,
TD cannot be prepared after closure of schedule, necessary provision needs to
be made to withdraw the rejected outward Dr/Cr and re-issue in the following
month.
4)
eRecon gives vague and useless Description of JV transactions
as “Data Ported from eRecon”. Necessary provision needs to be made to carry an
appropriate description.
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