WORKING WITH COD(CASH ON DELIVERY) ARTICLES

1. Department has introduced ‘Cash on Delivery’ facility for  bulk customers only  on newly introduced      Express Parcel and Business Parcel.

2. These articles would be booked at few identified centres, however delivery would be from all offices which have e-payment facility. 

3. IMPORTANT: NO ARTICLE SUPERSCRIBED AS “COD” ARTICLE IS DELIVERED WITHOUT COLLECTION OF COD AMOUNT FROM ADDRESSEE 

4.  Parcel  Net  update  29112013 available on CEPT ftp site at location ftp://ptcinfo.org/Meghdoot7/Updates/  has to be upgraded  in all delivery Post Offices alongwith  the solutions available therein. The Postman exe available therein only should be used for delivery purposes. Care has to be taken in order to distinguish between normal Parcel and COD Parcel. 

5.  Delivery of  Express parcel  Cash-on-Delivery  (EPCOD) and Business  Parcel Cash-on-Delivery (BPCOD) Articles:

5.1.  EP/BP-CoD articles will be delivered through Postman module.  The Express Parcel/Business Parcel bags can be received physically or virtually in the system. CoD articles after its receipt in delivery branch  of the Delivery Post Office will be segregated. Electronic data for such articles is directly sent to Postman module through RNet communication  if the delivery offices has already upgraded with ParcelNet update.  CoD articles will be further dealt in following manner to effect delivery:

5.1.1.  Articles for which Cash-on-Delivery (CoD) amount is Rs. 10,000/-  or less will be given Home Delivery. Hence such articles shall be handed over to the concerned Postman with delivery slip under proper acquittance.

5.1.2.  Articles for which amount to be collected is more than Rs. 10,000/-  will be given window delivery. Such articles will be handed over to window delivery clerk under proper acquittance.

5.1.3.  CoD articles to be delivered through linked Branch Post Offices shall be handed over to Sub Account PA under proper acquittance.

5.2.  EP-CoD/BP-CoD articles are address specific and can be delivered to any person at the address on collection of correct amount and proper identification.

5.3.  No money order commission is required to be collected from addressee while delivering CoD articles. 

5.4.  Once articles are entered in Postman Delivery Module, same cannot be redirected in any case. Therefore, mis-sent/ mis-sorted articles  are returned to booking office without entering same in Postman module.

5.5.  Electronic data regarding Cash on Delivery articles is made available in Postman module through RNet communication. Such articles after their physical receipt in delivery Post Offices can be selected in Supervisor of Delivery module. Articles for which electronic data is not available  should be kept aside and shall not be entrusted for delivery until data is received in the delivery module. Request will be sent to central server for supply of the information  if  it  is not already available. 

5.6.  The  ParcelNet  Central  server on receipt of message from system, in turn will supply the electronic information pertaining to such  EP-CoD/BP-CoD  articles during the next communication cycle. On receipt of data, those articles also can be entrusted for delivery.

5.7.  For articles meant for window delivery, intimation will be prepared by Window Delivery PA & served by the postman on the date of receipt under receipt by the Postman duly entered in book of notices & intimation delivered.

5.8.  Window delivery of CoD articles will be  made to addressee or his authorised person on production of proper identification and authorisation and collection of requisite amount.

5.9.  In case address/premise is locked, the postman shall serve ‘intimation’ during first attempt of delivery itself. The delivery official in such cases, will record the time of leaving the intimation at the address along with his signature in the delivery slip.

5.10.  In respect of all such articles where intimation is served during the first attempt of delivery, second attempt of delivery shall be made on the next working day. 

5.11.  Signature, full name in block letters, Contact details of the addressee or the person taking delivery of the COD articles will be recorded in the delivery slip.

5.12.  Undelivered EP-CoD/BP-CoD articles will be retained in delivery Post Office for a maximum period of 7 days following the date of receipt in Post Office. No charges shall be applicable on retention of these articles during this period.

5.13.  Refused  EP-CoD/BP-CoD articles  should be returned to sender on the day of refusal itself with proper remarks. 

5.14.  Supervisor of delivery branch and Delivery PA will scrutinise the remarks

5.14.  Supervisor of delivery branch and Delivery PA will scrutinise the remarks on every undelivered articles to ascertain its correctness. No article should be returned to sender without proper and legible remark.

5.15.  A report on the number of articles kept in deposit will be generated/ printed by the system in Postman module at the end of day by the Delivery PA and will be kept in his custody on guard file in chronological order.

5.16.  Supervisor of Delivery branch will check the articles kept in deposit with reference to daily report to ensure that number of articles in deposit is correct; articles are intact/ not tampered, not retained beyond the prescribed period. The report will be signed by both the Delivery PA and Supervisor & also date 

stamped by PA.

5.17.  EP-CoD/BP-CoD    articles received in Post Office which has to be delivered through Branch Post Office where e-Payment facility is not available will be delivered in manner prescribed below:

5.17.1.  EP-CoD/BP-CoD  articles meant for delivery from BO in direct account with the office will be handed over to Sub Account PA under proper acquittance.

5.17.2.  These articles will be sent to BO for delivery duly incorporating the article number and CoD amount in BO slip. 

5.17.3.  Branch Postmaster shall make entries on the reverse of BO Daily Account w.r.t.  EP-CoD/BP-CoD  articles specifically mentioning against each article number date of delivery/ intimation served to addressee for SP-CoD articles kept in deposit by BO or returned to sender.

5.17.4.  The particulars of CoD articles received, delivered and returned to sender would be recorded in BO Journal by BPM.

5.17.5.  A copy of entries received from BO shall be given to Delivery PA to check that articles are not unduly detained in BO and necessary data updation in Postman/ ePayment modules etc. Cases of undue delay of articles/ detention over prescribed period shall be immediately brought to the notice of concerned Postmaster.

5.17.6.  Articles returned from BO duly entered in BO Daily Account shall be transferred to Delivery  PA by Sub Account PA under proper receipt. Such articles will be dealt in same manner as prescribed for articles returned by own office.

5.17.7.  In case of  EP-CoD/BP-CoD  articles delivered by BO no cash will be necessarily transferred to the treasury. The cash realized on such articles in branch offices will be credited under heading amount realized on delivery of EP-CoD/BP-CoD articles in BO account and BO daily account on receipt side.

6.  Submission of returns:

6.1.  On return from beat, every Postman should deposit the amount collected on delivery of  EP-  CoD/BP-CoD articles  to the treasury under receipt in Postman’s book.

6.2.  Window delivery PA will also deposit the amount to treasury w.r.t. EP-CoD/BP-CoD articles given window delivery on the day under proper receipt.

6.3.  Delivery PA will scrutinise delivery slips and Postman’s Book to ensure that articles have been delivered under proper receipt and correct amount of cash has been collected from the addressee for articles delivered and properly credited in Treasury. 

6.4.  Undelivered articles brought back by Postmen and to be kept in deposit shall be handed over to Deposit PA under proper acquittance obtained in Postman book.

6.5.  Data with respect to each  EP-CoD/ BP-CoD article  shall be updated in Postman Module/ Parcel  Net  etc by  concerned Postman/ Delivery PA/ Window Delivery PA.

6.6.  EP-CoD/BP-CoD articles  which are to be returned to Sender should be handed over by Postman to Dispatch PA along with a report generated in the Postman Module duly obtaining the latter’s signature on the office copy of the report.

6.7.  Once data is entered in Postman Module and  Supervisor performed SUBMIT ACCOUNT,  the value of the  EP-CoD/BP-CoD  articles credited into accounts at the Delivery Post Office will be transferred to the identified e-payment office, biller-wise through e-Payment communication.

6.8.  Similarly, data relating to all EP-CoD/BP-CoD articles delivered/kept in deposit/ returned to sender will be updated in Parcel Net through RNet Communication.

6.9.  All  EP-CoD/BP-CoD  articles to be returned to the sender will be despatched by the Dispatch PA in the usual manner of despatching the other  Express parcel/ Business Parcel articles.

7.  Remittance of EP/ BP-CoD value:

7.1.  Amount collected w.r.t.  EP-CoD/BP-CoD  articles shall be remitted to the sender (biller) through e-Payment module. No money orders will be booked for remitting the CoD value. 

7.2.  EP-CoD/BP-CoD charges  are inclusive of  all  charges. Hence no separate charges will be collected from addressee for remittance of amount through e-Payment. 

7.3.  Once data is entered in Postman Module with respect to  EP-CoD/BP-CoD articles and Supervisor performed SUBMIT ACCOUNT, the value of the CoD articles credited into accounts at the Delivery Post Office will be transferred to the identified e-payment office, biller-wise through e-Payment communication.

8.  Parcel Net user guide for  Post Offices is  available at employees corner on India Post web-site. 

9.  No extra charges (viz. Return postage etc) for returned articles will be charged.

10.  In case of any  software related  problems  at delivery point, concerned system administrator or help desk of CEPT (Ph No. 0821-2449015) may be contacted