How to Provide Rebate for Franking Machine Recharge in Sub Offices?

If a customer claims a rebate of ₹X on a franking machine recharge of ₹Y, follow the official procedure below to handle the request properly:

Step-by-Step Procedure

1. Verification of Claim:
   • Confirm the rebate eligibility based on the approved guidelines for franking machine recharge rebates.
   • Cross-check if the recharge amount (₹Y) qualifies for the claimed rebate (₹X).
2. Approval Process:
   • Obtain approval for the rebate by verifying the customer’s details and recharge history in the system.
3. Voucher Preparation:
   • Prepare the rebate voucher as per format F-02.
   • Ensure the amount to be debited (₹X) is recorded accurately.
4. Account Adjustments:
   • Debit the rebate amount (₹X) from the 40-Rebate GL (General Ledger).
   • Credit the corresponding amount to 50-DOP Cash.
5. System Entry:
   • Update the transaction details in the franking machine account in the system. Ensure the rebate reflects correctly.
6. Issuing Receipt:
   • Provide a receipt or acknowledgment to the customer for the adjusted amount after applying the rebate.
7. Record Maintenance:
   • Maintain a record of the rebate transaction for audit and verification purposes.