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.
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.
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.