Earning Contract ModuleStreamlining Revenue Collection System

(Sundry Earnings)

Sr. DFM, Nagpur

Earning Contract Module Covers

• Earning Contract ▫ Pay & Park▫ Pay & Use▫ Curio Stall▫ Catering Stall▫ Book Stall▫ ATM▫ STD PCO Stall

•Commercial Publicity Contract

Highlights of the module Earning Contract The module is used for recording the details of Earning Contracts entered

by Commercial Department. The system allocates a Unique Identification Code for every Contract. Depending upon the Annual License Fee Security Deposit, Periodical

License fee and TCS if applicable is worked out by the system. Provision for Penalty clause , Periodicity of payment and Extension of

Contract is included. Demand Letter showing License Fee/SD along with the LOA is sent by

Commercial Dept to Accounts Dept for Vetting. After vetting by Accounts dept (Done manually by putting enfacement and

through system ) LOA is sent back to Commercial Dept for despatch to Party .

Provision has been given for entering the Security deposit and License Fee details.

Various reports such as Party wise ledger, Head wise earning, Due date for License Fee, List of BG/SD with Railways, Contracts nearing Completion Period, Refund/release of SD can be generated.

Party Master

Earning Contract (Main Screen)

Agreement Master for Earning Contract

Demand Letter to the Party

Vetting of LOA/Agreement for Earning Contract By Accounts Dept

SD and Payment details for Earning Contract

SLR Entry

Advice to Accounts Dept regarding SD/License Fee for Earning Contract

Highlights of the moduleCommercial Publicity Contract The module is used for recording the details of Commercial Publicity Contracts

entered by Commercial Department. The system allocates a Unique Identification Code for every Contract For Commercial Publicity Contracts, the rates vetted by Finance are entered in

the system by Accounts Department. Depending on these rates, type of media and specifications, the values are

calculated by the system automatically. Provision for Penalty clause , Periodicity of payment and Extension of Contract

is included. Demand Letter showing License Fee/SD along with the LOA is sent by

Commercial Dept to Accounts Dept for Vetting. After vetting by Accounts dept (Done manually by putting enfacement and

through system ) LOA is sent back to Commercial Dept for despatch to Party . Provision has been given for entering the Security deposit and License Fee

details. Various reports such as Party wise ledger, Head wise earning, Due date for

License Fee, List of BG/SD with Railways, Contracts nearing Completion Period, Refund/release of SD can be generated.

Commercial Publicity Contracts (Entering of vetted Tariff by Accounts Deptt )

For Commercial Publicity Contract, the rates are vetted by Accounts Deptt and entered in the system. Commercial deptt do not have access to this.

Agreement Master for Commercial Publicity Contract (FCFS/Open Tender)

Vetting of LOA/Agreement for Commercial Publicity Contract By Accounts Deptt

Demand Letter to the Party

SD and Payment details for Commercial Publicity Contract

Advice to Accounts Deptt regarding SD/License fee for Commercial Publicity Contract

Posting For Remittance Into Bank by Accounts Deptt

The License fee details are verified by Accounts wrt LOA/Agreement and when found correct, it is marked as checked.

Reports available in Earning Contract Module

Flow of the Module

Party Master Entry by Commercial Deptt Party Master Entry by Commercial Deptt

SD and License Fee Check by Accounts Deptt with vetted LOA

Agreement Vetting

Submission of DD/Chq For Realization to RBI through Cash Office &Safe Custody of BG/FD

On Clearance by RBI, Preparation Of Cash Slip and Accountal

Vetting of LOA In Accounts Deptt

Submission of SD and License fee details by Commercial Deptt

Publicity Contract SD and Payment details by Commercial Deptt

Earning Contract

Publicity Contract

Tariff Vetting by Accounts Deptt

Benefits

• All LOA and agreements are vetted.• All BGs and FDRs are in proper custody.• Keeping watch on expiry of all earnings

Contract.• Keeping track of all License Fee Payable.• Timely Accountal of Sundry Earnings.• Ensuring Correct Allocation of Sundry Earnings

Demand Recoverable&

Bills Recoverable

Sr. DFM Nagpur

Objectives

1. Creation of Billable Assests– In Demands Recoverable

• Siding Master• Building Master• Plot Master• Way Leave

– In Bills Recoverable • Water Meter master• Electric Meter Master• Rerailment• LC Gate Master• Staff Charges

Objectives (contd..)

2. Party Master for Demands and Bills Recoverable.3. Monthly Position of Demands Recoverable and Bills

Recoverable.4. Standard Rules for calculation of Licence fee etc.5. Calculation and Bill generation.6. Linking of Remittance into bank with XBR and BR.7. Clearance can be ported against the concerned party and

automatic balance updation.8. Monthly ledger of any party at any instance.9. Party wise position at any given time.10. Position of accretion and clearance for any period.11. Position of targets vis-à-vis earnings.12. Party wise outstanding and reminders can be issued

Siding Master

Depending upon the type of Siding i.e. Assisted, Private or Private cum Assisted columns for entering the data will be operational and the values will be calculated as per the guidelines of Railway Board.

Siding Bill Generation

Plot Rent

Depending on the Type of plot, Market Value and area the Bill Amount for the given year is calculated. (The type of plot and their rates are stored in a separate table i.e. AFXBRPLOTRATE. The type and rates of license fees are as per Railway Board’s letter Number 2005/L/M/18/8 dtd 8.06.2005.

Siding Bill

Bill for Plot License Fee

Building License Fee Entry Form

Depending on the Type of plot, Market Value and Open area, Closed Area the Bill Amount for the given year is calculated. (The type of plot and their rates are stored in a separate table i.e. AFXBRPLOTRATE. The type and rates of license fees are as per Railway Board’s letter Number 2005/L/M/18/8 dtd 8.06.2005.

Bill for Building License Fee

Party Ledger

Monthly Ledger

Yearly Ledger

Summary

BILLS RECOVERABLE

The module is used for generation of various types of bills like Water, Electricity, Re-railment, Staff charges and AMC of LC gates and Earning Contract, Publicity Contract.

Bills are generated by different departments. User id and password has been provided to each department involved.

Bill Generation from Departments

Bills Received in Accounts

Cheque/DD or MR Entry by Department

Cheques/DD/ MR Received in Accounts

Automatic posting of Credit in Accounts

Automatic posting of Debit in Accounts

Work to be carried out by other Departments

Work to be carried out by Accounts Department

Position of Outstanding Dues, AEN wise report, Party ledger, Monthly Ledger can be viewed by Accounts as well as other Departments

BILLS RECOVERABLE MODULE SYSTEM FLOW

Water Bill

Re-railment Bill

Staff Charges Bill

AMC of LC Gate Main.

Electricity Charges

Utility has been created in EMIS for extracting the bills issued data.

Data files for both Debit and Credit postings are created separately.

These two files are then ported in AFRES. For bills issued, the JV is created automatically through the

system. (Debit) The Division sheet accounting year & month is entered in the

system. (Credit) Thus the Reconciliation with General Books is taken care of.

Extracting Data from EMIS

This form is given in Electrical Department. At the end of every month they will extract the data in EMIS and the text files will be sent to Accounts Department.

Porting Data in AFRES

After receiving text files, Accounts department will port the data in AFRES using this utility.

JV Generation

After porting JV generation for Debit posting will be carried out. Credit JV is done through E-Recon by Hqrs.

Linking of MR from Electrical department with Division Sheet of Traffic Accounts

This utility will facilitate the entry of Division Sheet given by Traffic Accounts and reconciliation with General Books

Party Ledger

Outstanding Dues Report

Linking of Bills Recoverable with Remittance into Bank

Data entry for Cheques/DD by Executives

The department is given access for entering the cheque/MR/DD details.

Entry Screen for DR by Accounts

Receipt of Cheques by Accounts Department

The cheques are received in Accounts department. A G98 Number is allotted and submitted to Cash Office for onward submission to RBI.

Accountal of Realised cheques

After RBI had given advice that the cheque has been credited to Railways Accounts vide Challan no the entry is done by Cash Office against that cheque and it is included in the Cash Slip for that month.

Thank you