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Witness Statement Post Office Ltd
Criminal Justice Act 1967, Section 9; Magistrates Court Act 1980,
sub sectiun, 54(3)(a) and 5B, Criminal Procedure Rules 2005, Rule
27a
Statement of Stephen BRADSHAW
Age if under 18 Over 18 (If over 18 insert ‘over 18')
This statement (consisting of _ pages each signed by me) is true to the best of my knowledge and belief
and I make it knowing that, if it is tendered in evidence, I shall be liable to prosecution if I have wilfully
stated in it anything, which I know to be false or do not believe true.
Dated the 18" dayof June 2012
Signature
Further to my statement dated 4 April 2012.
All Post Office Branches use a fully automated computerised accounting system known as
Horizon and each counter position has a computer terminal, a visual display unit, keyboard,
barcode scanner, printer and a pin pad.
Each Post Office is recognised by a unique code under which all their individual transactions
are recorded. The code for Birkenshaw Post Office is 163 306. This system records all
transactions input by a counter clerk working at a counter position against their individual
office code. All clerks are required to log onto this system using their own User ID and
unique password. This User ID can then identify which clerk conducted a particular
transaction. The User ID is normally the first letter of their Christian name and the first two
letters of their surname followed by 001. For example John Smith will be User ID JSMOO1.
The system records all transactions carried out by the staff at a Post Office branch. For
example: when a clerk selis a book of stamps the stock is reduced by one book of stamps
Signature Signature witnessed by
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Witness Statement 80 00 13
Criminal Justice Act 1967, Section 9; Magistrates Court Act 1980, sub section. SA(3)(a) and
5B: Criminal Procedure Rules 2005, Rule 27.1
Continuation of statement of Stephen BRADSHAW
and the cash is increased by the value of the stamps. The system records all transactional
data inputted by a counter clerk during an accounting period and provides daily and weekly
records enabling sub postmasters and counter clerks to produce a balance of cash and stock
on hand.
A balance is a reconciliation of cash and stock levels on hand in a stock unit or in a branch at
the end of a Trading Period (TP) with receipt and payment transaction totals for the same
period. The TP is the amount of time between balances for the stock unit or branch, The
period of time which a branch account covers is normally the start of business on a
Thursday morning to close of business the following Wednesday evening, this is known as a
Balance Period (BP) and a TP will cover a number of BP's (normally four or five in total)
There are twelve Branch Trading Periods in a year, running form April through to March and
are identified by a number, for example BP1. Each Branch Trading Period follows a cycle of
5 weeks, 4 weeks and 4 weeks.
All Post Office branches are required to balance and complete a Branch Trading Staternent
at the end of each Branch Trading Period. The Branch Trading Statement is a signed
declaration of the cash and stock held at the branch at the end of the Trading Period. The
Branch Trading Statement is also a summary of the volume and value of the receipt and
payment transactions, which have been carried out in the branch during the period ob behalf
Signature Signature witnessed by
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Witness Statement
Criminal Justice Act 1967, Section 9, Magistrates Court Act 1980, sub section. 5A(3)(a) and
5B: Criminal Procedure Rules 2005, Rule 27.4
Continuation of statement of Stephen BRADSHAW
of Post Office Ltd and its clients. It is a legal document that must be signed, kept in the
branch and produced on request for audit purposes.
All Post Office branches on a weekly basis will generally transfer the cash and stock from
one Balancing Period to the next Balancing Period. However this is not compulsory and the
cash and stock may be transferred at the end of Branch Trading Period (after the four or
five week cycle) into the next Branching Trading Period.
Before you can produce a stock unit balance, there are certain activities that must be
completed. The Horizon system will identify which activities are outstanding and will prevent
you frorn completing the stock unit balance until they are completed. There are some
differences between the activities that are necessary for an individual stock balance and
those involving a shared stock unit balance.
A description of a balance is as follows:
During each BP - the branch will:
> Produce counter daily summaries and reconcile the associated documents with the
summary.
> Produce counter weekly summaries and reconcile the associated documents with the
surnmary.
> Check the suspense account (Uncharged Receipts / Unclaimed payments) to ensure
that the correct values are carried forward.
> Enter any non-accounting data (transaction information that would not otherwise
appear)
» All stock units will then be rolled over into the next balancing period.
> At the end of the four or five week balancing period a trading statement is produced.
>
The trading statement shows the current position and the account activity in the Post
Signature Signature witnessed by
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Witness Statement
Criminal Justice Act 1967, Section 9, Magistrates Court Act 1980, sub section. 5A(3)a) and
5B; Criminal Procedure Rules 2005, Rule 27.1
Continuation of statement of Stephen BRADSHAW
Office branch since the last trading statement was produced.
A shared stock unit was used at Birkenshaw Post Office branch. A shared stock unit is when
more than one individual is attached to the stock unit and they all have access to the cash
and stock in order to serve customers.
Description of a Balancing a Shared Stock Unit.
If the Post Office branch uses a shared stack unit they must make separate declarations for
postage for each individual till, if there is postage in each till.
> Count and declare the volume of stock and the value of stamps on hand by
denomination.
» Count and declare the breakdown of cash on hand.
> Log off all users except the user who will complete the balance.
» Touch the Discrepancies icon to display any discrepancies in the stock unit.
> If there are any discrepancies, check the declarations against the physical stock or
cash to ensure that the declarations are correct.
> Produce the trial balance report.
>» Check the trail balance report against vouchers and stock, as appropriate to ensure
correct values are reported.
> Correct any transactions if necessary.
~ reversing a transaction.
~ entering a new transaction
- reversing an incorrect transaction and entering a correct transaction.
> Produce a Stock Unit Balance report and select next BP or next TP option roll the
stock unit into the next balance or Branch Trading Period.
> Date stamp and sign the Stock Unit Report and keep in the branch for two years.
It is a mandatory requirement to make daily accurate cash declaration on the horizon
system.
Section 12 of the sub postmaster’s contract deals with the Responsibility for Post Office Stock and
Cash.
Sub section 12 and 13 of this contract deal with Losses.
Signature Signature witnessed by
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Witness Statement
Criminal Justice Act 1967, Section 9; Magistrates Court Act 1980, sub section. 5A(3)a) and
58; Criminal Procedure Rules 2005, Rule 27.1
Continuation of statement of Stephen BRADSHAW
12. The sub postmaster is responsible for all losses caused through his own negligence,
carelessness or error and also for losses of all kinds caused by his assistants. Deficiencies due to
such losses must be made goad without delay.
13. The financial responsibility of the Sub postmaster does not cease when he relinquishes his
appointment and he will be required to make good any losses incurred during his term of office
which may subsequently come to light.
Sub section 14 of this contract deals with Gains.
14. Surpluses may be withdrawn provided that any subsequent charge up to the amount withdrawn
is made good immediately.
I now produce Section 12 of the sub postmaster’s contract as SB/22
Signature Signature witnessed by
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