Standard Operating Procedure (SOP) for Handling Cash on Delivery (COD) Remittance Issues in India Post. Download SOP for Handling Cash on Delivery (COD) Remittance Issues in India Post (DOP).
The Department of Posts, under the Government of India, has issued a comprehensive Standard Operating Procedure (SOP) to address the challenges faced in handling Cash on Delivery (COD) remittances, particularly for Speed Post Parcels. This SOP aims to streamline processes and ensure timely and accurate COD payments to bulk customers like M/s Amazon and M/s Shiprocket.
Background
The issue arose when bulk customers reported discrepancies where COD articles were delivered, and cash was collected from the addressees, but the corresponding COD remittance was not processed. This led to operational inefficiencies and financial discrepancies within the postal system.
Identified Scenarios
Upon examination, four distinct scenarios affecting COD operations were identified:
COD Articles Delivered Correctly but Payment Liability Not Documented:
- Articles booked and delivered as COD, with confirmation available in track & trace, but payment liability documents were not created, thus not reflecting in the biller ID of the COD customer.
COD Articles Delivered as Non-COD with Cash Collected:
- Articles originally booked as COD but delivered as non-COD, yet cash was collected from the addressee. Confirmation is available in track & trace.
COD Articles Delivered as Non-COD with Cash Collected (No Confirmation):
- Similar to scenario 2, but in this case, booking data or delivery confirmation is not available in track & trace.
Non-COD Articles Delivered with Cash Collected:
- Articles booked and delivered as non-COD, but cash was collected from the addressee. Confirmation status may or may not be available in track & trace.
Standard Operating Procedure (SOP)
To address these issues, the Department of Posts has outlined a structured SOP for handling COD remittance problems. This SOP involves specific steps to be followed by Delivery Offices (SO/HO/NDC/Account office of BO), ensuring that each scenario is processed correctly to facilitate COD payments.
Key Steps in the SOP:
Processing COD Payments for Category (i):
- Utilize Zartdata T-code in SAP/CSI.
- Select "DARPAN" under Program Selections.
- Enter the COD article number and execute.
- Confirm posting required and generate the payment liability document automatically.
Processing COD Payments for Category (ii):
- Follow similar steps as in Category (i).
- Address cases where the payment document may not be created due to changes in article type during invoicing in DPMS.
Processing COD Payments for Categories (iii) & (iv):
- Use the same Zartdata T-code in SAP/CSI.
- Ensure posting of COD payments with appropriate documentation to avoid discrepancies.
Additional Considerations
- Business Parcel COD (BPCOD): Similar processes can be applied, ensuring alignment with the BPCOD General Ledger for accurate accounting.
- Data Management: Emphasize the importance of maintaining accurate records and conducting daily sync operations to prevent double entry issues.
- Due Diligence: Exercise caution to avoid duplicate or excessive payments, with records to be shared promptly with Payment Offices.
Conclusion
The implementation of this SOP is crucial in enhancing the efficiency and reliability of COD remittance processes within India Post. By standardizing procedures and ensuring compliance across delivery and payment offices, the Department aims to mitigate operational challenges and uphold financial integrity.
