POL00002213
POL00002213
®
Post Office Ltd
148 Old Street
London
ECV 9HQ
e an
5" july 2013
Mr J Mistry
Dear Mr Mistry
Re Branch Discrepancies
This letter follows on from telephone conversations between the Post Office Finance
Service Centre and yourself regarding certain discrepancies which had been highlighted
during branch trading routines at your office. I would like to formally thank you for your
assistance in helping us to understand the sequence of events here from your branch
perspective. This has helped Post Office Ltd and our suppliers to determine the root
cause of the issue and to take action to resolve it.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. {t led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch declared a loss of £9,799.88 in
December 2010 (Trading Period 9 TP9). The stock unit that declared the discrepancy
and placed it into Local Suspense was deleted on or before 10th December 2010.
In the same period, other stock units in your branch reported net gains, leading to a total
net loss of £3,463.01 for your office for TP9. You then followed the necessary steps ta
make good that loss.
www.postoffice.co.uk
Post Office Ltd is registered in England and Wales. Registered No. 2154540. Registered Office 148 Old Street. London, ECLV 9HO.
‘Post Office and the Post Office logo are registered trade marks of Post Office Ltd.
F/1095.2/1
POL00002213
POL00002213
In the normal course of events, the loss you had declared would have moved smoothly
through discrepancy accounts into Local Suspense and through to settlernent, with no
recurrence in future periods. However, due to the isolated system error and its impact
when a branch deletes a stock unit, the value of £9,799.88 reappeared in TP10 in the
two following years. Where there were other true losses and gains at that time, it
appeared as part of the net total.
In the interim, you have declared other gains and losses in the ordinary course of
business — a gain of £72.47 in 2012 and a loss £39.57 in 2013. In light of the archiving
issue, the net gain fram these two matters (£32.90) had been blocked centrally with the
other values under investigation.
We will now rectify this by including the £32.90 in your next month’s remuneration.
This will not be taxable and general advice has been issued to branches regarding the
treatment of such non-taxable items on remuneration slips.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
{oss for your branch has been dealt with.
Yours sincerely
Rod Ismay
Head of Finance Service Centre
Post Office Limited
4 Future Walk
Chesterfield
S49 APF
Cc Branch Support team
F/1095.2/2
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
ECAV 9HQ
5® July 2013
David Cheape
Dear Mr Cheape
Re Branch Discrepancies - Dundas
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of losses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the
issue and to take action to resolve it. You may, however, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. {n very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch declared a gain of £5.84 in November
2010 (Trading Period 8-TP8). The stock unit that declared the discrepancy and placed
it into Local Suspense was deleted on or before 10" December 2010.
www.postoffice.co.uk
Post Office Ltd is registered in England and Wales, Registered No. 2154540. Registered Office 148 Old Street, London, EC1V SHO,
Post Office and the Past Office logo are registered trade marks of Post Office Ltd.
F/1095.2/3
POL00002213
POL00002213
@
In the normal course of events, the gain you had declared would have moved smoothly
through discrepancy accounts into Local Suspense and through to settlement, with no
recurrence in future periods. However, due to the isalated system error and its impact
when a branch deletes a stock unit, the value of £5.84 reappeared in TP9 in the two
following years. Where there were other true losses and gains at that time, it appeared
as part of the net total.
Both TP9 discrepancies recorded at your branch were of course assigned te nominee
and resolved under standard monthly settlement by way of a payment frorn Post Office
Ltd to you. Post Office Ltd will not now however be looking to recover these sums and
you may keep these gains.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
gains for your branch have been dealt with.
Yours sincerely
Head of Finance Service Centre
Post Office Lirnited
1 Future Walk
Chesterfield
S49 APF
Cc Branch Support team
F/1095.2/4
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
ECAV 9HO
5% July 2013
Zubeir Patel
GRO
Dear Zubeir
Re Branch Discrepancies - Bowness Road
This letter follows on from telephone conversations between the Post Office Finance
Service Centre and yourself regarding certain discrepancies which had been highlighted
during branch trading routines at your office. I woutd like to formally thank you for your
assistance in helping us to understand the sequence of events here from your branch
perspective. This has helped Post Office Ltd and our suppliers to determine the root
cause of the issue and to take action to resolve it.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch cleared a loss of £3,186.70 in
November 2010 (Trading Period 8 - TP8). The stock unit that cleared the discrepancy
was deleted on or before 10" December 2010.
Due to the isolated system error and its impact when a branch deletes a stock unit, the
value of £3,186.70 reappeared in TP9 in the two following years ~ but this time as a
gain. Where there were other true losses and gains at that time, it appeared as part of
the net total.
www.postoffice.co.uk
448 Old Strest, London, FCIV 9HO
Post Office
Post Office ari
din England and Wales, Registered No. 2154540. Registered Office
fice logo are registered trade marks of Post Office Ltd.
F/1095.2/5
POL00002213
POL00002213
Both the discrepancies recorded at your branch were settled centrally at the time they
occurred and, as such, Post Office Ltd paid these sums to you through your pay. We will
not now however be looking to recover these sums from you and you may keep these
gains.
In conclusion, we apologise for this incident and for any confusion and concer it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
gains for your branch have been dealt with.
Rod Ismay
Head of Finance Service Centre
Post Office Limited
1 Future Walk
Chesterfield
S49 1PF
Ce Branch Support team
F/1095.2/6
POL00002213
POL00002213
Post Office Ltd
448 Old Street
London
ECAV 9HO
Dear Alan
Re Branch Discrepancies - Rosyth Terminus
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of losses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the
issue and to take action to resolve it. You may, however, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to surnmarise the outcomes of this review and to confirm
the remaining steps which we will be taking te conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch declared a stock unit gain of £36.20
and cleared a branch gain of £77.97 in November 2010 (Trading Period 8 - TP8). The
stock unit that declared and cleared the discrepancies was deleted on or before 10"
December 2010.
@- a ee —_
www. postoffice.co.uk
Post Office Ltd
Post Office
lin England and Wales, Registered No. 2154540, Regist
he Post Office logo are registered trade marks of Post Office Ltd,
16 448 Old Street, London, ECIV 9HO.
F/1095.2/7
POL00002213
POL00002213
Due to the isolated system error and its impact when a branch deletes a stock unit, the
value of £41.77 (the difference between the values declared and cleared) reappeared in
TP9 in the two following years. Where there were other true losses and gains at that
time, it appeared as part of the net total.
Both TP9 losses recorded at your branch were assigned to nominee and resolved under
standard monthly settlement by way of a payment from you to Post Office Limited. Post
Office Ltd will add £83.54 credit to your next statement which will be paid in your next
settlement.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
loss for your branch has been dealt with.
Yours sincerely
Rod Ismay
Head of Finance Service Centre
Post Office Limited
4 Future Walk
Chesterfield
S49 1PF
Ce Branch Support team
F/1095.2/8
POL00002213
POL00002213
@
Post Office Ltd
148 Old Street
London
EC1V 9HO
i) —
5! July 2013
Lynn Wyatt
Dear Lynn
Re Branch Discrepancies - Grange Post Office
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving processes
has led to an error in the calculation of losses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the issue
and to take action to resolve it. You may, however, not have been aware of this matter at
the time but we nevertheless felt it important to make you aware of the incident and of its
resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm the
remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a particular
point in time in the month, this conflicted with the archiving process. It led to genuine loss
or gain values in the deleted stock unit, in an earlier year, reappearing on their anniversary
date in subsequent years.
In summary, one of the stock units in your branch declared a stock unit gain of 3p and
cleared a branch gain of £49.65 in November 2010 (Trading Period 8 - TP8). The stock
unit that declared and cleared the discrepancies was deleted on or before 10 December
2010.
www. posteffice.co.sik
andl Wales
Post Office Ltd is registered in England a
are rogistered tr:
Post Office and the Post Office
2454540, Registered Office 148 Old Street, London, ECAV 9HO.
Office Ltd,
F/1095.2/9
POL00002213
POL00002213
Due to the isolated system error and its impact when a branch deletes a stock unit, the net
value of £49.62 reappeared in TP9 in the two following years - but this time as a loss.
Where there were other true losses and gains at that time, it appeared as part of the net
total.
Both TP9 losses recorded at your branch were assigned to nominee and resolved under
standard monthly settlement by way of a payment from you to Post Office Limited. Post
Office Ltd will add £99.24 credit to your next statement which will be paid in your next
settlement.
In conclusion, we apologise for this incident and for any confusion and concern it may have
caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
loss for your branch has been dealt with.
Rod ismay
Head of Finance Service Centre
Post Office Limited
4 Future Walk
Chesterfield
S49 IPF
Ce Branch Support team
F/1095.2/10
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
ECIV 9HQ
5 July 2013
Mark Matthews
Dear Mark
Re Branch Discrepancies - Hounslow Post Office
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of losses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the reat cause of the
issue and to take action to resolve it. You may, however, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch cleared a gain of £113.14 in
December 2010 (Trading Period 8 - TP8). The stock unit that cleared the discrepancy
was deleted on or before 10" December 2010,
@ oe i —
www.postoffice.co.uk
ice Ltd is registered in England and Wales. Registered No, 2154540, Registered Difice 148 Old Street, London, ECIV 9410.
and the Post Office logo are registered trade marks of Post Office Ltd.
F/1095.2/11
POL00002213
POL00002213
®
Due to the isolated system error and its impact when a branch deletes a stock unit, the
value of £113.14 reappeared in TP9 in the two following years — but this time as a loss.
Where there were other true losses and gains at that time, it appeared as part of the net
total.
Both TP9 lasses recorded at your branch were assigned to nominee and resolved under
standard monthly settlement by way of a payment from you to Post Office Limited. Post
Office Ltd will add £226.82 credit to your next statement which will be paid in your next
settlement.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
loss for your branch has been dealt with.
Yours sincerely
Rod Ismay
Head of Finance Service Centre
Post Office Limited
1 Future Walk
Chesterfield
S49 IPF
Cc Branch Support tearn
F/1095.2/12
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
ECIV 9HO
5® July 2013
Dear Mr Moore
Re Branch Discrepancies - Gilford
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of losses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the
issue and to take action to resolve it. You may, however, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch declared a gain of £11.55 in
December 2010 (Trading Period 8 - TP8). The stock unit that declared the discrepancy
and placed it into Local Suspense was deleted on or before 10" December 2010.
wwu.postoffice.co.uk
Post Office Ltd is registered in England and Wales. Regist
Post Office andl the Post Office tago are registered trade marks of P
egistered Office 148 Old Street, London, EC1V 9HA.
e Lid,
F/1095.2/13
POL00002213
POL00002213
®
In the normal course of events, the gain you had declared would have moved smoothly
through discrepancy accounts into Local Suspense and through to settlement, with no
recurrence in future periods. However, due to the isolated system error and its impact
when a branch deletes a stock unit, the value of £14.55 reappeared in TP9 in the two
following years. Where there were other true losses and gains at that time, it appeared
as part of the net total.
Both TP9 gains recorded at your branch were made good by you removing cash to the
value of the gains at the point of branch trading. Post Office Ltd will not seek to recover
these sums and you may keep these gains.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
gain for your branch has been dealt with.
Yours sincerely
GRO
Rod Tsti
Head of Finance Service Centre
Post Office Limited
1 Future Walk
Chesterfield
S49 1PF
Cc Branch Support team
F/1095.2/14
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
EC1V 9HQ
5 Juty 2013
Fiona Foden
Dear Fiona
Re Branch Discrepancies - Merthyr Dyfan
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of tosses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the
issue and to take action to resolve it. You may, however, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In surnmary, one of the stock units in your branch cleared a loss of £160.92 in
December 2010 (Trading Period 8 - TP8). The stock unit that cleared the discrepancy
was deleted on or before 10" December 2010.
www. postoffice.co.k
ered No. 2154540. Registered Office 148 Old Street, London, ECLV 9KO.
le marks of Post Office Lte
Past Office Ltd is
Post Office and t
F/1095.2/15
POL00002213
POL00002213
Due to the isolated system error and its impact when a branch deletes a stock unit, the
value of £160.92 reappeared in TP9 in the two following years — but this time as a gain.
Where there were other true losses and gains at that time, it appeared as part of the net
total.
Both TP9 gains recorded at your branch were made good by you removing cash from
the branch. Post Office Ltd will not be looking to recover these sums from you and you
may keep the gains.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
gain for your branch has been dealt with.
Yours sincerely
Rod Ismay
Head of Finance Service Centre
Post Office Limited
4 Future Walk
Chesterfield
S49 TPF
Cc Branch Support team
F/1095.2/16
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
ECAV 9HQ
5" July 2013
Ben Taylor
Dear Mr Taylor
Re Branch Discrepancies ~ Lower Regent Street
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of tosses and. gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the
issue and to take action to resolve it. You may, however, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
In summary, one of the stock units in your branch cleared a loss of £3.34 in December
2010 (Trading Period 8 - TP8). The stock unit that cleared the discrepancy was deleted
on or before 10" December 2010.
e-- a ~ : i
www. postoffice.co.tk
Post Office Ltd is registered in England and Wates, Registered No. 2154540. Registered Office 148 Old Street, London, ECLV SHO.
Post Office and the Post Office logo are registered trade marks of Post Office Ltd.
F/1095.2/17
POL00002213
POL00002213
o
Due to the isolated system error and its impact when a branch deletes a stock unit, the
value of £3.34 reappeared in TP9 in the two following years — but this time as a gain.
Where there were other true losses and gains at that time, it appeared as part of the net
total.
Both TP9 gains recorded at your branch were made good by you removing cash from
the branch. Post Office Ltd will not be looking te recover these sums from you and you
may keep the gains.
In conclusion, we apologise for this incident and for any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
gain for your branch has been dealt with.
Yours sincerely
Rod Ismay
Head of Finance Service Centre
Post Office Limited
1 Future Walk
Chesterfield
S49 APF
Cc Branch Support team
F/1095.2/18
POL00002213
POL00002213
Post Office Ltd
148 Old Street
London
EC1V 9H
Dear Stewart
Re Branch Discrepancies - Wardles Lane Post Office
As a result of central data reviews in the Post Office Finance Service Centre, we have
identified a small number of branches whereby a system error in data archiving
processes has led to an error in the calculation of losses and gains at your branch.
We apologise for any confusion this matter may have caused and we want to assure that
we have subsequently worked with our suppliers to understand the root cause of the
issue and to take action to resolve it. You may, hawever, not have been aware of this
matter at the time but we nevertheless felt it important to make you aware of the
incident and of its resolution.
The purpose of this letter is to summarise the outcomes of this review and to confirm
the remaining steps which we will be taking to conclude this incident.
Our investigations have determined that there was an isolated error in the data archiving
process in Horizon. In very rare situations of a branch deleting a stock unit at a
particular point in time in the month, this conflicted with the archiving process. It led to
genuine loss or gain values in the deleted stock unit, in an earlier year, reappearing on
their anniversary date in subsequent years.
in summary, one of the stock units in your branch declared a loss of £0.51 in December
2010 (Trading Period 8-TP8). The stock unit that declared the discrepancy and placed
it into Local Suspense was deleted on or before 10" December 2010.
www.pesteffice.co.uk
Post Office
Post Office
registered in England and Wales, Registered No, 2154540. Registered Office 148 Old Street, Landon, ECAV 90.
d the Post Office logo are registered trade marks of Post Office Lid
F/1095.2/19
POL00002213
POL00002213
In the normal course of events, the loss you had declared would have moved smoothly
through discrepancy accounts into Local Suspense and threugh to settlement, with no
recurrence in future periods. However, due to the isolated system error and its impact
when a branch deletes a stock unit, the value of £0.51 reappeared in TP9 in the two
following years. Where there were other true losses and gains at that time, it appeared
as part of the net total.
We will now rectify this by including the £1.02 in your next month’s remuneration. This
will not be taxable and general advice has been issued to branches regarding the
treatment of such non-taxable items on remuneration slips.
In conclusion, we apologise for this incident and fer any confusion and concern it may
have caused you.
We are pleased to confirm that the technical issue has been resolved and the erroneous
loss for your branch has been dealt with.
Yours sincerely
_GRO_
Rod Ismay
Head of Finance Service Centre
Post Office Limited
4 Future Walk
Chesterfield
S49 1PF
Cc Branch Support team
F/1095.2/20