Administration Manual - B.E.S.T. Undertaking.

865
A test check, once in three months, is carried out to verify physically
the unrecouped dishonored cheques lying with the outdoor staff and
cash/fresh cheques brought in lieu of the cheques dishonored, to
ensure that all the dishonored cheques received in the Consumers
Department are properly accounted for. For this purpose, a list of
cheques outstanding as per the Dishonored Cheques Register of the
Cash Department pertaining to the Consumers Department is prepared
to physically verify the same.
8.7.35 Physical verification of Stock of unused Receipt Books:
A Register known as ‘Receipt Book Issue Register’ is maintained by the Consumers
Department in which record is maintained of all the Receipt Books intended, their date
of issue and the date of completion. All receipt books when received from Stores are
recorded serially and whenever any receipt book is issued to bill collector or any
Bank authorized to issue receipts on our behalf, the date of issue is recorded and the
receiver’s signature is obtained in the column provided. When a receipt book is
completely used, it is scrutinized and its date of completion is entered in the Register
and checked.
The Register therefore, shows the position of receipt books in stock on any given day.
Audit Clerks verify by a physical check, once in a six months, that stock of receipt
books is in order and that all Receipt Books are properly accounted for. Any case of
missing or unaccounted receipt book is immediately reported to Management as the
missing book is likely to be misused.
8.7.36 Checking of Annual Reconciliation Advices:
The Consumers Department reconciles, at the close of financial year, balances as per
ledgers with the balance of the Electric Supply Debtors Account in the Accounts
Department. It also prepares J/E advices in respect of amounts to be transferred from
one account to another and Reconciliation Statement of Balance of Consumers’
Deposit interest on deposit, outstanding credits, etc.
The abovementioned JE advices, Reconciliation Statements are
prepared by the Consumers Department and sent to the Accounts
Department with a copy endorsed to Audit. These are checked with
relevant records.