1

47 3 2 8 26 /
And h ra P ra de s h
2 0 2 1 / G W Sya-
G ra m S a c hiv ala
mGWWardSS0a1chivalayam Secretariat Name:
Register-1
Secretariat Code:

Collections Register (Paid)

for the month of , 20

Incase of UPI Individual

Date of Category of Applicant Amount Date of Challan Challan Challan Status of

Name of Service & Dept. Transaction Name of UPI Amount UPI Status
S.No Service Service & Phone UPI Ref Number Collected in Service Generated Type Deposited Reconciliation Remarks
Department ID/ Application ID Applicant Collected (Succ/Fail)
Request Service Code Number Cash Delivery (/) Generated (/) with Portal

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (15) (16) (17) (18) (19) (20)

P1

P2

P3

P4

Example:
INTEGRATED CERTIFICATE -
P102 11/Jan/2021 Meeseva/818 CGC012139931029 Syam kiran 8754677805 NA NA 10/Feb/2021 Reconciled
Revenue

S.No Every entry should have unique serial number with prefix P beside the number like P1, P2….......P102…..
Date of Service Request The date on which service has been requested ie when citizen visits the secretariat
Category of Service & Service Code Categaory whether the service is Meeseva or Non Meeseva should be mentoned along with the Service code.
Name of Service & Department Name of department concerned to deliver the service to the citizen is to be mentione like Revenue Departmetn, Civil Supplies, Arogyasri…..
Dept. Transaction ID/ Application ID ID that has been generated for the service request should mention

Name of Applicant name of person applying or asking for service should be mentioned
Applicant Phone Number phone number of applicant should be mentioned

UPI Individual - If the customer pays the money immediately

UPI Ref Number UPI Ref number should be mentioned
UPI Amount collected The total amount paid by citizen through sacnning the QR should be
mentioned UPI Status Status if the payment is success/failure or any other should be mentioned here

Amount collected in cash In case the customer gives cash then amount should be mentioned in this column
Date of Service Delivery The date on which service is rendered to the customer should be mentioned like submission of certificate
Challan Generated(
In case of cash collected from customer whether challan for the same has been generated or not should be mentioned here
/)
Challan Generated Type Type of Challan Generated (UPI/ICICI) to be mentioned
Challan Deposited( /) In case of cash collected and challan generated whether the challan has been deposited or not should be mentioned here
Status of Reconciliation with Portal Whether the transaction has been reconciled or not with portal should be mentioned here
Remarks Any other remarks or issues shall be mentioned here
 2
An4d7h32ra82P6r/a20d2e1s/hGWGrSa-
mGWSSa0c1hivalayam Ward Sachivalayam Secretariat
Name:
Secretariat Code: Register-2

Free Services Register

for the month of , 20

Date of Category of Applicant Status of

Name of Service & Dept. Transaction Name of
S.No Service Service & Phone Reconciliation Remarks
Department ID/ Application ID Applicant
Request Service Code Number with Portal
(1) (2) (3) (4) (5) (6) (7) (8) (9)
F1

F2

F3

S.No Every entry should have unique serial number with prefix P beside the number like P1,
P2….......P102….. Date of Service Request The date on which service has been requested ie when citizen visits the secretariat
Category of Service & Service Code Categaory whether the service is Meeseva or Non Meeseva should be mentoned along with the Service code.
Name of Service & Department Name of department concerned to deliver the service to the citizen is to be mentione like Revenue Departmetn, Civil
Supplie Dept. Transaction ID/ Application ID ID that has been generated for the service request should mention
Name of Applicant name of person applying or asking for service should be
mentioned Applicant Phone Number phone number of applicant should be mentioned
Status of Reconciliation with Portal Whether the transaction has been reconciled or not with portal should be mentioned here
Remarks Any other remarks or issues shall be mentioned here
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code:

Challan Register Register-3

for the month of , 20

Date of Date of Sl.No of Txns for Total Amt Challan Date of Status of
Mode of Deposit Ref
S.No Challan Challan Number Challan which challan as per amount as Challan Reconciliation of Remarks
Challan Number
Gen valid upto raised Register per portal Dep Dep with Portal
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)
P1 to P4; U1

Date of Challan Gen Date on which the challan has been generated should be mentioned here
Mode of Challan Mode of challan whether ICICI/UPI or an other should be mentioned
Challan Number The challan number should be mentioned here
Date of Challan valid upto Date before which the challan should be deposited into bank should be mentioned
Sl.No of Txns for which challan raised The serial numbers of transactions relating to which the challan has been rised should be mentioned
Total Amt as per Register the total amount from such transactions should be equal to the challan amount
Challan amount as per portal Amount reflected on portal for the challan
Date of Challan Dep Date when the challan has been deposited into bank
Deposit Ref Number Deposit reference number should be mentioned
Status of Reconciliation of Dep with Portal Whether the dpeosit status as per the register and the portal are same or not should be mentioned here
Remarks Any other remarks
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code:
Register-4
Cash Balance Register

UPI Ref No. or

Amount Amount Closing Challan
Opening Cash
Date Day Collected from deposited into Cash No./Type in Verified by Remarks
Balance
Citizens bank A/c Balance case of
deposit
(1) (2) (3) (4) (5) (6)= (3)+(4)-(5) (7) (8) (9)
01/Jan/2021 -

Entry should be made every day, incase there are no cash receipts or payments then closing balances should be confirmed at the end of the day
Date Date of entry should mentioned
Day Day should mentioned
Opening Cash Balance Closing balance at the end of previous day should opening balance of cash
Amount Collected from Citizens Each amount collected should be mentioned here
Amount deposited into bank A/c Every challan deposited should be mentioned here
Closing Cash Balance Closing balance at the end of the day should arrived
Challan No./Type in case of deposit The Challan number should be mentioned along with the type like UPI or ICICI
Verified by Each entry should be verified by authorised person
Remarks Other remarks if any
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code:

Imprest Register (Expenses Register) Register-5

Cash
Balance on Mode of
Voucher Amount
S.No Hand/ Particulars Spent by Authorised by Receipt/ Remarks
No. Spent
Withdrawl Payment
from Bank

(1) (2) (3) (4) (5) (6) (7) (8) (9)

500 Withdrawl from Bank Cash

Example:

2 6 - Purchase of Pen, A4 sheets… 200 Cash

Every Expenditure incurred by the secretariat should recorded here

Voucher No. Each expediture should be made only after a voucher approved by authorised person has been issued
Cash Balance on Hand/ Withdrawl from Bank Cash received should be mentioned here
Particulars Particulars regarding expenditure should be mentioned
Amount Spent The total amount of expenditure should be mentioned here
Spent by Th person making the expenditure should be specified here
Authorised by The perosn who authorised to make such payment should be mentioned here
Mode of Payment Whether the payment is made in Cash or other form should be mentioned here
Remarks Any other remarks shoould be mentioned here.
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code:
Register-6
Reconciliation
Record
CFMS UPI ICICI
S.No Particulars Txns Amount Txns Amount Txns Amount
Paid Services reconciliation:
1 Paid Transactions Successful as per Register 1 (Collections Service Register Paid)
2 Transactions generated as per Portal
3 Difference (1-2) - - - - - -
4 Transactions "missing in Portal" but in Register 1
5 Transactions "missing in Register 1 Collections Register(Paid)" but in Portal
6 Other Adjustments

CFMS UPI ICICI

Challans Deposited reconciliation:
Challans Amount Challans Amount Challans Amount
7 Challans raised and successfully deposited as per Register 3 (Challan Register)
8 Challans & Amount Deposited as per Portal
9 Difference (8-9) - - - - - -
10 Challans 'missing in Portal'
11 Other Adjustments

CFMS UPI ICICI

Cash Balance reconciliation:
Challans Amount Challans Amount Challans Amount
13 Net Amount Collected not deposited (1-7) - - - - - -
14 Closing Cash Balance as per Register-4 (Cash Balance Register)
15 Difference(13-14) - - - - - -
16 Challans not deposited + transactions for which challan not generated as per portal
17 Difference(13-16) - - - - - -
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code:
Register-6
Reconciliation
Record

Free Services reconciliation:

1 Free Transactions Successful as per Register 2 Free Service Register 35 -
2 Transactions as per Portal 32 -
3 Difference (1-3) 3 -
4 Transactions 'Un reconciled' as per Free Service Register 1 100
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code: Register-7
High Security Register

Receipts Isuues Authorization

S.No. Date Opening Stock Closing Stock
No.s No.s Application ID (Signature)
0 (2) (3) (4) (5) (6) (7)=(3)+(4)-(5) (8)

Instructions:
Date Mention the date which shall be starting date of week/month in case of Opening Stock, date of receipt or date of
issue of certificate in case of receipts or issues
Opening Stock
Mention the stock which is held at the initial time of week/month in unit
Receipts
Mention the no.s of Blank Certificates if any received from departments/HOD

Issues No.s Mentions the no.s of Blank Certificates used for providing printings to the citizen

Application ID Mention the Appilication ID (mentioned in paid register) for which the Blank Certificate has been used to Print

Closing Stock Mention the balance stock after adding Purchases to Opening Stock and reducing Consumption from Opening
Stock
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code: Register-8
Stationery Register
Stationery Item Name:

S.No. Date Opening Stock Purchases Consumption Closing Stock Remarks (if any)
(1) (2) (3) (4) (5) (6)=(3)+(4)-(5) (7)

Instructions:

Date Mention the date, which shall starting date of week/month in case of Opening stock and date of purchase/consumption
in case of Purchases and Consumption

Opening Stock Mention the stock which is held at the initial time of week/month in
unit Purchases Mention the nos of an item purchased

Consumption Mention the nos of an item consumed

Closing Stock Mention the balance stock after adding Purchases to Opening Stock and reducing Consumption from Opening Stock

Other Instructions:
These columns shall be maintained for each Stationery Item Separately in different pages leaving the pages between two item based on frequency of purchases
Stationery Items include Books, Records, A4 bundles, Calculator etc
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4732826/2021/GWS-GWS01

Andhra Pradesh Gram Sachivalayam Ward Sachivalayam

Secretariat Name:
Secretariat Code:

Asset/Stock Entry Register Register-9

Date of Receipt of Stock Quantity

S.No. Name of Asset In Use Not in Use Remarks(if any)
Asset Received

Instructions:
Name of Asset Mention the Asset purchased or asset already being held
Date of Receipt of Asset Date on which asset is received
Stock Quantity Received Mention the quantity received
In Use Mention stock that is being used
Not In Use Mention the stock that is not being used

Asset/Stock include Mobile phones, UPS, F.P devices, Furniture, Systems, Printers, Scanner etc..