Mobile Recharge through e-Payment; First phase from 01.07.2014

Kerala Postal Circle has entered into an agreement with Adharva Associates for recharging of prepaid mobile connections in Post offices through e-Payment service using Keralapost website www.epmt.keralapost.gov.in. Presently, the recharging of prepaid mobile connections will be available only for Idea Cellular, which will be later extended to include other mobile service providers like BSNL, Airtel etc.

Initially the service was operated on pilot basis at Trivandrum GPO w.e.f 12.05.2014 and now, it has been decided to expand the service w.e.f 01.07.2014 throughout the divisions of Southern Region. The Operating and Accounting procedure issued vide this office letter of even No. dated 09.05.2014 to SSPOs Trivandrum North Division is enclosed herewith for information and similar necessary action.  Biller   ID for Adharva Associates is 3664 and Biller Name is "RECHARGE BY ADHARVA".

OPERATING PROCEDURE

1.  Machine Registration

i)       For    carrying  of   prepaid  mobile recharge  using www.epmt.keralapost.gov.in        website,   the    pc    used   for    this purposed needs to  be  registered with   the   website for  this after loging  into the  website using the  user ID and  password provided from   Circle   Office,  the   user needs to  click   on   Settings->Register Machine option.  There will be a button with name "Get Details". Click on this and the details of the   pc like computer name, mac address, ip address and status will be shown.  Now the   register button needs to   be clicked for   sending registration request to website.

ii)       Once the CO approves the machine, the user can re login to the

Website and carry out the transaction.  If the  machine registration is not  successful, all the  menus under transaction menu will be in disabled  condition  and  once  the   activation  is   successful  these menus will get  enabled.(Always use the  existing iMO machine for registering as the   internet explorer settings  required for  mobile recharge is similar to that of iMO).

2. Recharging

i)          Once   the   machine is   registered and activated, the   operator can canyout the recharge of prepaid mobile connection using the option Transactions->mobile recharge. The customer who  needs  to recharge their  prepaid  mobile  connection approaches  the  counter clerk  and provide the details like mobile number, service  provider  name  and  the recharge amount. Every Post Office will maintain a register in which,

The customer has to note his/ her mobile number and get recharge amount of mobile.

ii)     The     counter    operator    will     access   the     website www.epmt.keralapoat.gov.in and select the option “mobile recharge". The screen will ask for mobile number of the customer entered twice. Once the provider  is selected say "IDEA", the screen will refresh and  a dropdown list showing the available recharge denominations and  their talk   value  and   related offers  will  be  listed.(lf  the  operator wants  to assist the customer in selecting the  correct  recharge scheme he can  go through the dropdown list  and  help the customer.)  Once the scheme is selected and recharge amount is entered, recharge button needs to be clicked for getting the recharge processed. Immediately after clicking the   recharge button a message showing   the Recharge ID will be displayed.  This    recharge ID   should be   used    for   tracking the transaction details, in case of any hiccup in transaction.

iii)      Immediately after   successful recharge, customer will   get an   SMS confirming the recharge in their mobile.   A receipt also will be printed in point of sale sticker receipt by the system showing the recharge id, mobile number, provider   name and   recharge amount, as proof of transaction.

iv)         There  is one  more  option   in  the  webpage   to  view the  status of  the recharge in case  there  is any  delay  sending the  SMS to customer for recharge confirmation. This option will work as tracking and will give the details of the recharge transaction if the recharge id is given.

3.         Accounting through e-payment

At  the  end  of  the  day,  the  operator needs to  take  the  printout of consolidated recharge transactions  carried out  on  a particular date from  the   www.epmt.keralapoat.gov.in website's transaction report.  This report will contain a "Summary ID" which is the key field for ePayment transaction.   Each PO will have to do only one ePayment transaction consolidating all the prepaid recharges done by the PO on that particular day.    After taking the printout, the operator has to select   the   ePayment biller   "Recharge   by Adharva"   and   enter   the summary id, transaction date and amount (consolidated).

ACCOUNTING PROCEDURE

1.   Role of Sub Post Offices (S.O):

i)        At the  end  of the  day,  a daily consolidated report  is generated from  the website  www.epmt.keralapost.gov.ln, showing  the  list  of recharging of prepaid   mobile  connections made  with  details of the  receipt  numbers issued at the post office and  the amount collected thereon. A copy of this should   be sent to the Head Post Office as supporting document along with the daily account. This report contains a key field "Summary ID" and this value should be entered when the collected amount is accounted in ePayment as described at point (ii) below.

ii)         The total  recharge  amount collected  at the  Sub  Office counter on  each day shall be brought into account by showing  the  consolidated amount as   ePayment receipt under   the   ePayment  Biller  "Recharge By Adharva"   with  the "Summary  ID". The Sub Office will incorporate this amount into their SO account and the SO daily accounts submitted to the Head Post Office. The total  amount collected  from  the  customers at the  close  of the  day  should   be equal  to the  total  amount of recharging done for prepaid mobile connections shown  in SO daily account.

2.   Role of the Head Postomce (H.P.O):

i)        The total  recharge  amount collected at the HO counter on each  day shall be  brought  into   account  by  showing   the   consolidated  amount  as ePayment receipt under  the  ePayment Biller  "Recharge By Adharva" with the  "Summary ID". This will be incorporated into the HO summary. The  total  amount collected  from  the  customers at the  close  of the  day should   be  equal   to  the  total  amount of  recharging done   for  prepaid mobile   connections  shown   in   HO  Summary.  The   total   amount of transaction on a day in the SO and HO shall be incorporated into in the HO cash book.

ii)        The  Head   Post   Office  will prepare   a  monthly   consolidated  schedule (including  transactions of its  sub post  offices,  if any)  in  duplicate on account of recharging of prepaid  mobile connections and  forward  a copy of each  schedule to  the  Circle  Postal  Accounts Office along  with  cash accounts returns duly  agreed  with  the  cash  account figures  for further classillcation and incorporation in the Circle Abstract.

3.   Role of the Nodal Head Post Office

The Sr. Post Master, Trivandrum GPO is the Nodal officer for this project. The commission to the Department is  3.5%  of the  total  amount of recharge  sold  through all post  office outlets. The Sr. Postmaster G.P.O will disburse  the  amount collected   appearing  under   the   ePayment  payment screen  of   treasury   package    installed   in   G.P.O   after    deducting  the commission at the agreed  rate above  plus service tax and  education cess  at the prevailing rate to M/S Adharva Associates  periodically on a weekly basis.

4.  Role of the Postal Accounts Office

(i)           At the  end  of the  month, on  receipt  of cash account retum along  with supporting documents relating to  the  scheme from  Head  Pot  Office, the  Postal accounts Office will  maintain a separate broad  sheet for this item  on monthly basis. The receipts and payments will be booked as per    the    Operating and    accounting procedure of   e-Payment communicated vide   this office letter    no.   BD/30-Dlg/2012 dated 24.04.2012 and   letter no.  TGY/1-56/Rulings dated 24.05.2012).

Before booking,   Circle Postal   Accounts Office will ensure that the amount shown in the Cash Accounts must be tallied/ agreed with the total figures shown in the schedules received with the cash accounts.

M/ s Adharva Associates will have a landline helpline No (0484-4096666) to support the  provision of service  rendered at the  Post  Offices. Also the  MIS report showing the  transactions done  daily  by each  post  office can  be  viewed at various levels such as Circle Office, Regional  Office, Divisional  Office and  Head  Post  Office through the  access given  and   monitor and  verify  the  days transactions and   the amount is  correctly accounted  in  the   post   office  accounts. For  any  enquiries/ complaints or in case  of wrong  recharges, the  staff of Post  Offices can  escalate the same   through online  or  they  can  get  it  clarified  immediately with  M/ s Adharva Associates.

Since  the  service  will run on e-Payment software, Operating and  Accounting procedure of e-Payment will  be followed  for  this  service  (communicated vide  this office   letter  no.   BD/30-Dlg/2012   dated 24.04.2012   and    letter no.   TGYI 1-

56/Rulings dated 24.05.2012). As detailed therein, the prescribed account heads may be followed for e-Payment transactions (e-Payment collections, commission/service charges etc.) done at all levels,  ie. at SO,  HO, Nodal HO and DAP.