eVPP – Points to Remember

DOs and DON’Ts Point of Sale: · The e-VPP article will not be having any VPMO form. Hence the article can be treated as ordinary Regd Letter/Parcel by the Delivery Office. Hence a bright coloured sticker indicating “Electronic VPP – Compulsory Scan” should be affixed on the article · e-VPP fee of Rs.25-00 per article is to be collected irrespective of the value and class of the e-VPP article · The amount of remittance back to the Sender should not exceed Rs.5000-00

e-Payment: · Ensure that every day transactions are properly reflected in ePayment MIS. · Re-register the ePayment machine when the machine is changed or any hardware of the machine is replaced. · Always use the registered machine only as ePayment client, else transactions will not be authenticated in central server. · While re-registration first do web registration and then do client registration. · Follow the registration and re-registration procedures as in the user manuals. · Ensure that server is called daily. (at least twice a day before and after transactions). · Regularly check the errorlog and log folders in ePayment Client Installation path. If any error files found for any date, report the error to PTC Mysore. · While reporting the errors, send ecounter database backup along with zipped TXD, RXD, errorlog, log folders and config.xml and ebillcommunication.exe.config files toptcdesk@gmail.com . Specify the problem clearly while reporting the error. · While sending ePayment files to PTC, zip entire folders as it is. Do not mix the contents of the folders. (eg. TXD folder – txd.zip) · Take ecounter database backup regularly. · Take the backup of TXD, RXD, Errorlog and Log folders and config.xml and ebillcommunication.exe.config files in a separate folder regularly and also before uninstalling the existing epayment client package, so that it can be restored after reinstallation. · Once client registration is done ensure that your office is displayed as registered with the latest date and time in web site. The option is available at https://services.ptcmysore.gov.in/ePayment under view->registered offices · If office is not shown as registered, verify the details in the registration failed details in web site. The option is available at https://services.ptcmysore.gov.in/ePayment under view->registered failed details · Call the server 3-4 times after registration so that all master files are downloaded into local machine. It may take some time depending on the speed of your internet connection. Check errorlog and log folders for any errors while database updation. · As the ePayment module is linked to other Meghdooth modules, always keep all modules up to date by updating the patches released by PTC Mysore inhttp://www.ptcinfo.org/ . · Make the ePayment machine free from viruses by installing and updating suitable anti-virus softwares. · Always ensure that submit account and supervisor verification is done promptly. · Take necessary care while creating and configuring billers and biller fields. · From version 6.4 onwards, once the office registration is complete, Register Me button will get disabled. · One NIC card must be there in the machine selected for installing epayment client. If the NIC card is disabled, it should be enabled. Even though the connection is through modem, an enabled NIC card must be present in the machine. It need not be connected to any cable.

Postman: · Before starting, please provide the Server names where Ecounter and Sub Accounts databases are installed in Postman à Environment à Server Details option. The BOs and SOs details will be fetched from the Sub Accounts Module only (throughout the EVP optons) · Electronic Data will be received by the office of delivery (if it is an e-Payment Office) immediately, but the physical article will be received by the office at a later date. If any article is not received within the reasonable time period from the date of receipt of the Electronic Data, matter should be taken up with office which actually received the article, for redirection. · The procedure for delivery of VP Articles will be applicable for delivery of e-VPP articles also. · All the e-VPP articles should be invoiced to Postman along with the pre-printed Receipt proforma, as mentioned at Annexure-I to the S.O.P. This should also be prepared for all the e-VPP articles sent to BOs · In case of HPOs having non e-Payment SOs, a list of e-VPPs expected to be received by those non e-Payment SOs has to be printed daily in triplicate and send two copies of the same to the concerned SO through Account Bag. · The SPM of non e-Payment SO should intimate the final disposal of each e-VPP article to the HPO by filling up the disposal data in the report received from the HO and keep one copy of the same with him · The Supervisor at the office of Delivery should verify the report of EVP articles in Deposit daily w.r.t. articles physically available and record his verification · The EVPP articles will be booked by the ePayment Offices only, but they can be delivered through any delivery office in India. · The electronic data will be received by all the ePayment offices directly from Central server. If any article is to be delivered through non ePayment Sub Office, then the electronic data will be received by the Head Post Office concerned. The Head Post Office will generate the report of eVPP articles expected to be received by these non e-Payment SOs and send the same to the concerned office through SO bag · In case, the non ePayment Sub Office is using the Postman module (computerised but not e-Payment Office), then also they need to install the ECounter Database. Such offices will have to first select the Check Box “Non ePayment SO” under SupervisoràEnvironment screen. These offices have to invoice the EVP articles by manually typing the required information in the Invoicing Screen · Actual Amount mentioned on the face of the EVP article only should be collected from the Addressee of the EVP Article. No Money Order commission needs to be collected. · The EVP articles received missent can be sent to concerned office by using the missent option in Invoicing menu (OR) by selecting the remarks as “Missent-Redirection” at the time of taking returns. All such articles should be authorized by the Postman Supervisor using the option TreasuryàAuthorization of Misdirected EVPs. Unless they are authorized by the Supervisor, the data will not be transmitted to central server. · EVPs can be diverted from the ePayment Office to its attached BOs and vice versa. After taking the returns as “Diversion to BO”, the article has to be invoiced to concerned BO using the option Invoicing —> To BOs on the next day. Similarly the articles sent to BO and returns taken as “Diversion to Beat”, have to be invoiced to the beat concerned using the option InvoicingàArticles For DeliveryàPost Sorting. · Submit account of all the beats to which EVPs are issued is compulsory, even though the amount to be returned by that postman is zero (in case no EVP is delivered). Unless submit account is done, the data will not be transmitted to central server. · After submitting accounts of a beat, operator returns can’t be modified and Day End is not possible without submitting the accounts of all the beats for which EVPs are issued

DON’Ts: e-Payment: · Don’t delete any files from txd and rxd folders. · Don’t restore old ecounter database backup. This will cause data mismatch between your office and central server. · Don’t import or export any data to or from ecounter database. · Don’t try to register again and again from client. This will make your office as registration failed office. · Don’t modify or delete any billers or fields unnecessarily. If any modification is done ensure that all the modifications are properly reflected in all the ePayment offices. · Don’t delete any billers or fields without intimating to the ePayment offices.

Postman: · Don’t invoice the e-VPP article without receiving the Electronic data · The e-VPP article will be received through normal Registered Bag and no Money Order form will be available. Hence it can wrongly be taken as Registered Letter of Parcel. Hence care should be taken to figure out the e-VPP articles while opening the Regd/Parcel Bag