15.

BOD/EOD
Section

Section Description

Page

15.01

BOD Transaction

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15.02

EOD Checks

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15.03

EOD Transaction

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15.04

Offline Processing & Shadow files

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15. BOD/EOD
In this chapter, let us have a peep into what goes on during Beginning of the Day
(BOD) process and how to smoothly prepare the branch for End of the Day (EOD) process.
The BOD process in Core Banking is fairly simple, but very important as we will see later.
The Menu for this is available with User Type 40 / 50 / 60, i.e. Cash Officer,
Accountant, etc. Officer with User Type 45 does not have rights to do BOD/EOD.
15.01 BOD Transaction:
There are two parts in BOD Transaction, viz. Updating of Shadow Files and
checking of system date and time.
Shadow Files are those files sent by CDC, which contain branch-specific data [like
Customer Name, Account Number, Balance as at the previous evening]. Shadow
files are to be copied daily at the time of BOD in the branch server. This will
ensure that data relating to all accounts of the branch as of yesterday evening is
available in the Branch server. In case connectivity is lost between Branch and
CDC during the day, certain essential transactions can be done using the data
available from Shadow Files. The concept of Shadow Files is dealt with in detail in
Section 15.04.02.
Latest amendment: Shadow files
Updating of shadow files is now available in a separate menu EOD BOD Upload
Shadow files
The xxxx Update shadow files has to be invoked which will update the shadow
files in the server and the Shadow file status like, date of file, records saved for
Deposits and Loans will be displayed, etc. If shadow file has not been received,
the process can be carried out at any time of the day.

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Menu access:
EoD BoD BoD Transaction

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Click on Update Images.

The process of Updating Images will begin. This takes a few minutes (if
there is no files to update an error will occur, please ignore it).

On successful update, the message Image files updated is shown on the

Screen and status will also be displayed.

Next, please click on Begin BOD. This fetches the date and time of the
Branch Server and the Host.
Please check that there is no significant
difference in date/time as per Host and Branch Server.

Once the screen gets updated, click on Transmit button.

The message, BoD process successfully completed is displayed.

After this, all other users can login and start the operations for the day.

Note: If at the time of BOD, you get a message saying Host Data Synchronization
not done, then please navigate to:
Host Data Synchronization Branch Details Synchronization
Type 3 against Institution Code, and then click on Synchronize Branch Details.
This takes a few minutes. Once a success message is displayed, proceed with daily
operations. The purpose of Host Data Synchronization is to update the Branch
Server with latest parameters that are needed for smooth functioning.
15.02 EOD Checks:
Steps
1
2
3
4

Description
EOD Checks
Rectify the activities (If not Done)
EoD Back-up
Begin EoD

Screen No./ Description

EoD Checks
Various Screens- covered below
EoD Transaction
EoD Transaction

During the day, the Accountant or Branch Manager would like to keep a tab on the
workflow in the Branch. For this purpose, a menu EOD Checks is provided. This
menu can be invoked frequently to know the status of various tasks in the branch.
Menu access:
EOD BOD EOD Checks
Click Transmit.
The following screen is displayed.

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If all the above activities are DONE, then the branch can go for giving the
EOD signal to CDC through the menu EOD Transaction.
If any of the above activities is NOT DONE then the following steps has to
be taken to complete the respective activity.
Activity 1.Tellers Logged Off:
If this activity is not done, then the Accountant/BM can enquire to see the users
who have not yet signed off through the following menu:
User System Administration Enquiries User Enquiry (SCR: 9600)

Enter the Branch Number

Click on TRANSMIT

The user Ids of Tellers who are not signed off will be displayed

If the users are still in the branch, they can be requested to log off

Else, we resort to Forced closure of the user. For this Menu Navigation is: (refer
09.02 for Forced closure)
Ensure that all the Tellers are logged off,
performing EOD check).

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(except the User who is

Activity 2.Clearing for all Outward Clearing transactions complete:

Check the session maintenance and complete the Clear batch.
(refer 13.03 Session Maintenance)
Activity 3.Posting for all Outward Clearing transactions complete:
Check and authorize pending outward clearing Batch and Queues if any.
For this, use Batch Search option.
Click on Transmit.
Authorize the pending batches in Outward Clearing.
(refer 13.12 for Batch search)
Activity 4. Processing for all Inward Clearing transactions complete:
Check and authorize pending Inward clearing Batch and Queues, if any.
For this, use Batch Search option.
Click on Transmit.
Authorize the pending batches in Inward Clearing
(refer 13.12 for Batch search)
Activity 5.Authorisation/ Posting for all Tansfer Batches complete:
Check and authorize pending Transfer Batch, if any.
Administrative Menu Branch Maintenance Batch Status
The above table will list only 'Failed' and 'In Progress' batches. In case of 'Failed'
batches, fetch the batch and use 'Delete Rows', 'Modify Txn' or 'Add Rows' to repair
and re-post the batch.
For this, use Batch Search option.
Go to Batch Transactions Batch Entry Screen\\SCR: Batch Prompt Screen
Field Batch Type: Transfer Batch Transmit

Transfer batch screen

Click search Transfer Batch Search Screen dialog box

Batch status: All Statuses

Click Execute.

Verify the status of the batches.

Select the batches with status other than 4.

If the status is 1 select the batch return batch id if no rows are found
ignore.

If the status is 2 select the batch return batch id select the row one

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by one, View, and delete if not required.

If the status is 3 select the batch return batch id select the row one
by one, View, and delete if not required.

If the status is 5 select the batch return batch id select the row one
by one, View the transactions posted/failed.

For failed transactions, select the row, click modify. The status will be
changed to created. Do the same for all failed transactions.

Go for supervisory check for all the modified transactions.

It will go to q. Now authorize the q by giving the supervisor id and

password for all transactions individually. Please wait for the message
Batch posted successfully.

Then continue with EOD.

Activity 6.Cash Payment/ Receipt transactions complete (Teller to Teller):

The Cash Officer (User Type 60) has to check whether any cash transactions
between Tellers are pending. For this, he has to go to
Reports Cash related View pending Cash Acknowledgement
Fetch
Pending Cash acknowledgement will be displayed.
Receiving Teller should be asked to acknowledge the CASH.
Activity 7. Cash Payment/ Receipt transactions complete (Teller to Customer):
The Cash Officer (User Type 60) has to check whether any cash payments are
pending for making payment to the customers. For this, he has to ensure that all
the pending Queues related to cash have been authorised.
Reports Cash related View Pending Cash Transaction
Fetch
This will display cash related queues pending in the Branch which can be attended
or Payment should be made for all the authorized cash transactions which are
pending.
Activity 8. Cash Closing by cashiers/ head cashier done (End of day activity):
The Cash officer should ensure that all the Tellers cash drawers are closed at the
end of the day. For this, the Cash Officer (User type 60) has to go to
Reports View Cash Summary.
Fetch.
Note the Teller ID whose Cash drawer is OPEN. If the Teller is available at the
Branch, ask him to close the Cash Drawer. Otherwise, go for Forced Closure of the
Teller.

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Menu Navigation:
Cash Administration Close Cash drawer by Cash officer.
Enter the Teller ID (whose cash drawer is to be closed).
Activity 9. Authorisation for DD/BC complete/IOI:
Passing Officer to ensure that no Queues are pending and Corresponding
Suspense DD/ BC accounts are nil.

System

Activity 10. No offline Transactions pending posting:

If any offline transactions are pending for posting, then the Cash Officer can go
to the following menu for sending the transactions to CDC.
User/System Administration Store & Forward Store & Forward
Choose the option: Process all Tellers transactions, and then click on Transmit.
Let the process get completed.
Activity 11. Posting of all Bulk DD Batches Complete/IOI:
Activity 12. Govt. Transaction Complete:
(Only For Govt. Branches)
This activity is checking for additional details capture for Government transactions
put through on the day. If this activity is shown as not done in the EOD checks,
the user has to go to:
Government Business Govt Pending TXN Enquiry (SCR: 007057)
Click on Transmit
The system will display all the pending Transactions for which additional details
have to be fed in along with the journal numbers. Note the journal numbers and
complete the capturing of the required details.
Note: All the GOVT./ CBDT (Income Tax) authorized branches have to go through
the Govt Transaction pending enquiry menu under Govt. Business, before sending
the EOD signal to CDC. This has to be done to ensure that there is no pending item
for which the branch has to input the Additional details through Screen no.
007057. Only when there is no pending item, 'GOVT TRANSACTIONS DONE' will
appear in the EOD Checks screen. If any pending item is found, branches have to
input the additional details, otherwise 'GOVT Transactions - Not done' message will
appear in EOD Check screen.
Activity 13. Branch clearing Complete:
This activity is checking for any branch clearing entries are pending for other
branch details. For this go to
Branch Accounting Create Enq/Amend Branch Clg Txn
(Screen No: 20417)
Search.

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Enter the reference No. and Amend.

(for the pending Branch Clearing transaction where Other Branch details are not
entered)
Enter the other branch Details (SCR: 20404)
Activity 14. Hanging Cash Transactions:
This option verifies for cash txn which is actually a single entry and correctly
posted to the account but would have updated the cash drawer of the teller as a
multiple entry. For this please invoke the following menu.
Reports Printing reports Hanging Transactions Report
This report shows the entries which are problematic, by the report do the
following option for rectification.
Transaction Posting Cash Maintenance Edit/Update Cash Drawer
Through this option the cash drawer of the teller has to be edited for adjusting the
txn which has been reported in the Hanging transaction report or contact the
project officer for guidance.
Activity 15.Random Teller Cash Verification:
15.03 EOD Transaction:
After Completion of all the activities of EOD check, at the end of the day the
branch has to give EOD signal to CDC. For this the menu navigation is:
EOD BOD EOD Transaction

Click on EOD Backup button in the EOD Transaction screen.

It will take some time to finish. Please wait.

After EOD backup is done, EOD backup done. Please verify message
appears.

Then Click on Begin EOD. It will take some time to finish. Please wait.
The Screen \\SCR: EoD Transaction appears as shown below:

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The TRANSMIT button gets activated if all the activities are in done
status.

Now click on TRANSMIT.

Host EoD flag successfully updated message appears as shown:

Take Screen shot and file it.

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To take a screenshot, press the keys Alt+PrintScreen simultaneously.

Then click on Start Programs Accessories Paint.

This will open up a new Paint window. Click on Edit Paste.

The system will ask for confirmation to enlarge the bitmap size.

Choose Yes.

Then click on File Save as.

Give the filename as EOD<ddmmyyyy> (for example if todays date is 22nd

December 2007, then give the filename as EOD22122007).

Please save it in a folder named December 2007 under My Documents.

It is desirable to put all the screenshots month wise in respective folder.

This will facilitate audit work.

To create a New folder every

month click on this icon, and
name it suitably.

The EoD backup process has taken a disk backup.

Click the Tape Backup icon in the server desktop. (This icon should be created
by the Project officer from C&C dept or ZOCC.)
Place the DAT tape in the server, then click on TRANSMIT. The system will copy
the backup files to the DAT tape.
Six tapes are to be maintained, i.e. one for each day of the week. 7-day working
branches will maintain 7 tapes. Tape backup will help quicken the process of
recovery in case the server hard disk fails for any reason.

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15.04.Offline Processing & Shadow Files:

The following aspects are covered in this Section:
15.04.01

Summary Of Offline Transaction

15.04.02

Shadow File Processing

15.04.03

Going into Offline Mode

15.04.04

Logging in Offline

15.04.05

Logging Off in Offline Mode

15.04.06

Offline Transactions

15.04.07

The Journal

15.04.08

Coming back to Online Mode

15.04.09

Store & Forward

15.04.01. Summary of Offline Functionality:

Offline functionality is available when connectivity or application is

unavailable.

Once the System goes Offline, say due to Network Connectivity problem,
a Message will go to the queue of User Type 40/ 50/ 60, for his
authorization for conducting Offline transaction, thereby ensuring
continuous customer service.

Shadow Files are to be uploaded everyday by the branch at BoD. If

previous days Shadow files are not uploaded, then, the Shadow balance
prior to that days will be validated.

Uploading of Shadow files can be done even in Offline mode.

Limit definitions for Offline Cash withdrawal should be set up, based on
the amount of business.

Only users who have successfully logged in the branch at least once
previously can login during Offline mode.

Offline Queue should be setup in the branch by running Offlinequeue.sql

at the branch server as a part of implementation.

Cash withdrawal limit is up to the limit set up as per the Branch limit
definitions.

Offline functionality is available only for Deposit module, for Cash and
Transfer transactions only. Loans, Remittances, Account Opening etc are
not supported.

No upper limit for Cash Receipts.

No upper limit for Transfer transactions. F7 will show the transaction

only in the Debit account and not in the Credit account.

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F7 will show the transactions, both Offline as well as Online. As these

transactions are picked up from the branch Journals, transactions posted
through other delivery channels such as ATM / Internet Banking or through
other Core branches will not be shown.

Non-home branch transactions are not permitted.

Every time the withdrawal transaction will be validated against the balance
shown in the Shadow File. For example, if the Shadow file shows a balance
of Rs 10,000/-, then the system prevents posting a withdrawal transaction
of Rs 12,000/-, but will not prevent posting of two withdrawal transactions
of Rs 6,000/- each. Users have to reconcile the balance using F7 enquiry.

All Cash Drawer transactions, including withdrawal of Cash from Vault by

Vault Teller (VT), issue of Cash to Cash Officer (CO), Cash Officer to
Tellers and back are permitted. Accounting entry for withdrawal of Cash
by VT in 98903 will be done when Store & Forward is executed. Printing
of Cash Reports can also be done when the system is Offline.

Though Transfer batches can be created, they will be posted to accounts as

part of Store & Forward.

Store & Forward should be done after the connectivity is resumed.

Failed transfer transactions have to be posted again.

Regarding failed Cash transactions, revised procedure, which has already

been advised by CBD has to be followed.

Image view can be done at Home Branch only.

Branches should not handle Government transactions in Offline mode,

though the system does not prohibit posting the same.

If connectivity fails for the second time during the same day, branches
should follow the same procedure. The balance validated will be the
balance available in the Shadow Files and the branch has to reconcile the
balance using F7.

Balance report can be printed for both Deposit and Loans in the Offline
mode. The report will be saved in the Saved Reports folder, from which
the branch has to take a printout using the procedure for General Banking
- Account Balance Report from Front End .

Once connectivity is restored, the Cash Officer brings the System Online.

When System goes Online, all Tellers have to perform Store & Forward, so
that all offline transactions will be posted to the Host. Menu: User/
System Administration Store & Forward

If the Store & Forward activity is not successful, an Error message is

generated.

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15.04.02 Shadow File Processing:

Shadow File processing is an Offline functionality.

branch is unable to connect to Host.

Shadow File is the data file that is generated at the host containing
information of all the branch accounts.

Shadow files tables are updated at BOD daily at the branch server with the
contents of the data file uploaded. Shadow files have the information
necessary for a branch to continue their transactions even when the
connection to the host has been lost. This data should be uploaded to the
branch database at the beginning of the day and is provided as part of BoD
process.

Shadow Files make possible, certain elementary validations at the branch

level, even without connectivity to Host. This reduces the risk involved in
putting through transactions without basic validations.

Customer Name can be retrieved immediately on entering the account No.

in important screens.

It is useful when a

Definition of Shadow Files:

Shadow Files may be defined as the availability of CIF information offline, which
also includes account balances and some other information required for smooth
recording of transactions during Offline mode.
The concept of Shadow Files is similar to Status list of Bankmaster.
With the advent of Shadow Files, users in offline mode will be able to do some
basic authentication, i.e.:
1) Balance check (This may not be accurate because the balance in the Shadow
Files would be the previous days balance, as of EOD time.)
2) Account Number Check
All other authentication will not be possible until the transactions are eventually
posted to the host. To arrive at the current balance, the Teller would have to
apply the current days transactions of the account holder done in the branch.
Creation of Shadow Files
Shadow files are to be copied daily at the time of BOD at the branch server. This
is done by pressing the required button in the BoD Screen. This will ensure that
data relating to all accounts of the branch as of yesterday evening are available.
The process has been explained in 15.01.
The screen also shows the number of records uploaded separately for loan
accounts and deposit accounts.

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15.04.03 Going into Offline Mode:

Whenever a user tries to do a transaction when the connection to the host is lost
he gets a message in the status bar:
Connection Error: The Host Application is unavailable.
Administrator.

Please inform

The user then has to initiate offline process in the queue browser by selecting the
Queue type as Offline and executing it. It is to be authorized by a supervisor.

The supervisor then goes to his queue browser, views the offline queue type to see
the offline pending queues, and authorize by clicking on Authorize button. A
Message Status Authorised is displayed.

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When the mode has been authorized, all the Tellers would receive a message
saying that the system is about to go Offline.

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The following changes can be found during the Offline mode:

Menu
The menu will be reloaded with the offline menu. This menu is a cut down version
containing only the transactions, which are permitted to be done offline. All
transactions performed from that point would be performed in offline mode.

15.04.04 Logging in Offline:

When in offline mode, only tellers who have previously successfully logged on at
least once in online mode will be able to logon. They must use the identical Teller
Number, Password, Branch Number and Terminal Number.
15.04.05 Logging off in Offline mode:
In offline mode, the tellers can log off as they do in online mode. All the tellers
would be deliberately logged off from the system when the system comes back to
online mode.

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15.04.06 Offline Transactions:

Only certain types of transactions are allowed in the Offline mode. The
transaction screens will appear exactly the same as they do in the Online mode
and their usage is identical to being Online. All transactions get an OK message
in Offline mode since there are no transaction validations available.
Some limited validation of input data prior to transmitting the transaction takes
place such as data length checks, date validation and data type match against
field validation.
However there are some validations which are performed when integrated with
Shadow files such as:
1) Balance check (This may not be accurate because the balance in the shadow
files would be the previous days balance)
2) Account Number Check.
When Shadow files are integrated, customer name and the CIF search facility are
available. However complete information of the customer and his accounts is not
available since Shadow file data does not carry all of them.

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Recording Offline Transactions - Mode Status:

All transactions performed offline will show the Mode as Offline, and the Status as
Offline Pending in the Journal. The Status will change when posted to the Host.
15.04.07 The Journal:
We can view all items related to all the transaction statuses. However, we cannot
correct the transactions. By default, only the financial transactions are recorded
in the Journal. The status of the offline transactions would be Offline Pending.
The Host Trace number in these Offline transactions would be 0 since the
transactions have not been posted to the host. Once the transactions are posted to
the host through store and forward, the transactions host trace number would be
updated with the respective Host Trace No.

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15.04.08 Coming back to Online mode:

Recognizing Online mode
B@NCSLink recognizes the mode of connection only when a Teller tries to do a
transaction in Offline mode and when the system has come back Online. The
Teller would be displayed the following message at the bottom of the Screen:
The System has come Online. Pl contact Administrator to authorise Online
Mode.
Authorizing Online mode
The Administrator then has to initiate the process by going to his Queue browser
and executing the transaction with the Queue Type to be Offline.

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When the Administrator authorizes the queue item, all the Tellers would be
intimated by a message saying that the Online mode has been authorized and
that the system is about to go Online. At this moment, all the tellers would be
logged off deliberately by application. This is to ensure that Teller login
information is available at the Host for those Tellers who have logged in Offline
mode.

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15.04.09 Store & Forward:

Store & Forward is the process of sending transactions that have been performed
offline to the host. This can only be done once the Host connection has been
restored and the B@NCS Link Server has been brought Online.
The Store & Forward screen can be accessed from the Main Menu.
Who can Perform Store and Forward
There are no restrictions on who can perform Store & Forward. However, once a
nominated Teller has opened the Store & Forward screen, then this functionality
will not be available to any other Teller.
The Teller performing the Store & Forward will do so for either all Tellers within
their Branch, or just themselves. (This option is available only for user type 40, 50
and 60.)
The Store and Forward Screen
When you bring up the Store & Forward screen for user types 40, 50 and 60, you
will be presented with a screen as shown. These user types can either process
their own transactions or all the tellers transactions.

The store and forward screen for any other teller is as shown below:

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The Teller enters the appropriate Branch No., the default will be their Branch No.
When clicking OK, the actual screen of store and forward would be displayed.
Performing the Store & Forward:
To commence posting to the Host, click the Start button. This will commence
sending transactions to the Host. If this process needs to be interrupted, then the
user may click the Cancel button.
When clicked on Start button, the transactions are posted to the host and a table
appears, which lists out the transactions posted and the status of the each
transaction. The table also shows the status of the store and forward (finished or
unfinished).

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Searching on Store and Forwarded Transactions.

Using the B@NCSLink journal, you may search on transactions in any stage of the
Store & Forward process. The Transaction Statuses are shown below.

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Each transactions status changes depending on the response from the host. They
can either be offline committed, offline rejected, offline referred and so on. The
possible statuses are shown below.
Offline Pending
An offline pending transaction is a transaction that has been performed offline,
and needs to be forwarded to the host.
Offline Committed
An Offline Committed transaction is one that was Offline Pending and has been
successfully transmitted to the host.
Offline Rejected
An offline-rejected transaction is a transaction that was performed offline, and
has been Unsuccessful posted to the host. The host has for some reason rejected
the transaction.
Offline Referred
An offline-referred transaction is a transaction that was performed offline, and has
been referred to a queue. The host has for some reason rejected the transaction.
The Correction Button
The correction button on the Journal Browser will open up the selected offline
committed transactions for correction by the teller. Once corrected, it may then
be ready for re transmitting to the host by the appropriate teller.

**********

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