STOCK AND SUPPLY OF PASSBOOKS
Two types of uniform common passbooks are used in POSB, SB-5 and SB-5A. SB-5 is used in SB/RD/MIS/SCSS/PPF/SSA and SB-5A is used in TD and NSC/KVP.
In Head / Sub Post Office, stock register of Passbooks in form SB-4(a) will be maintained manually, separately for SB-5 and SB-5A.
At HOs:
(i). The H.Os., will obtain supply of Passbooks by placing an indent in the first week of January, April, July, October on the Postal Stores Depot. The stock on hand and the indented quantity together will be equal to the requirement of six months. The indent will be prepared in duplicate. It will be the duty of the Postmaster to ensure proper maintenance of Passbooks and stock of Passbooks. Immediately when the supply of new Passbooks is received, the Supervisor should verify that the number of Passbooks noted in the invoice has actually been received. He/She should then make an entry of the receipt in the Stock register (SB-4(a))
maintained manually. He/She should enter the invoice number and date of the invoice and the
balance in hand in the stock registers maintained separately for both SB5 and SB5A.
(iii). The particulars of Passbooks issued to S.Os should be entered in the registers maintained separately for SB5 and SB5A. The account numbers of the Passbooks issued for new accounts and in lieu of used up one and the account numbers of all duplicate Passbooks issued for lost and spoilt Passbooks will be entered in the relevant columns of stock register and balance will be struck.
(iv). At the close of the day, the Supervisor should check the stock registers and see that the balance of passbooks in hand is the tallied with stock shown in the register.
(v). Postmaster should check the stock of physical passbooks with reference to the stock register and see that: -
(a) The entries showing the number of passbooks issued for new accounts and serial numbers of the accounts in question are correct by reference to the new accounts opened on that day.
(b) The entries showing the number of passbooks issued in lieu of used up and spoilt passbooks and the serial numbers of the accounts in question are correct by reference to the receipts taken from the depositors in respect of the accounts standing at the .H O. and the entry in the S.B. Slip or B.O. Slip in respect of accounts standing at a S.O. or its B.Os or at a B.O. in direct account with the H.O.
(c) The entries showing the number of duplicate passbooks issued and the serial numbers of the concerned accounts are correct by reference to the relative application containing his/her orders for the issue of duplicate passbooks; and
(d) The balance of passbooks in hand is the same as shown in the Stock Register. (e) The stock of Passbooks should remain in the Supervisor’s custody and be verified by him daily with the balance shown in the stock register.
At SOs:
For each sub post office, the Divisional Head will fix the authorized stock of Passbooks i.e., SB-5 and SB-5A which should be the average requirement of two months. Separate stock register should be maintained for SB-5 and SB-5A
The S.O. will place an indent on the Head Post Office at the beginning of every month for replenishment of stock of Passbooks up to the authorized limit fixed. The indent will be prepared in duplicate
The Head Office will make supplies to the Sub Post Office, after proper check over the quantity indented for with reference to the authorized stock, under separate series of invoice to each Sub Post Office. The invoice will be prepared in triplicate, serially numbered for each Sub Post Office and two copies will be sent to the sub post office with the Passbooks. The serial number of invoices will run consecutively for each financial year. The Sub Office will return one copy of the invoice to the Head Post Office duly acknowledged. The acknowledged copy will be filed with the original invoice.
