Version 1.0 Last Update on 14-03-2018
Contents Topic
Page
1. Foreword ............................................................................................
3
2. Benefits of CSI ....................................................................................
4
3. Overview of CSI Environment ............................................................
5
4. CSI Post Office – Daily Work Flow Chart ............................................
8
5. Staff Scheduling System .....................................................................
9
6. Begin of the Day ................................................................................
11
7. Point of Sale (PoS) – Back Office(BO) and Counter Operation ..........
11
8. IPVS (Indiapost Visibility System) – JAVA ...........................................
22
9. DPMS (Delivery Postman Management System) ..............................
25
10. Franking (only PoS operation) ............................................................
36
11. Philately ............................................................................................. 38 12. Employee Self Service(ESS) and Manager Self Service(MSS) .............
39
13. Annual Performance Appraisal Rating (APAR) ...................................
44
14. Finance and Accounts (SAP) ..............................................................
45
15. Material Management .......................................................................
65
16. Basic Commands and Transaction Codes .........................................
70
This training guide of CSI is made in training environment for training purpose. All the procedure described in this document is prepared as on date available. It may be changed at any moment as per CSI software is changed. Always check the latest information available.
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Foreword Core System Integration (CSI) is new application environment which is going to replace the legacy Meghdoot software. The new system will be implemented phase wise in all the Post offices (except Branch offices), Divisional offices, Regional offices, Circle Offices, DAP offices, Mail offices & Business offices. The data of all the offices will be maintained in a central location called Central Server on real time basis. CSI operations involve a combination of offline and online environment. The new environment is developed using SAP ERP & JAVA by Tata Consultancy Service (TCS). CSI comprises of two major components – SAP (System Applications & Products in Data Processing) & PoS (Point of Sale). The SAP work will be online only (like Finacle & Mccamish). For doing any type of transaction, Transaction code (T. Code) is used in SAP. SAP, a German software company is one of the largest vendors of Enterprise Resource Planning (ERP) software. It enables its customers to run their business process, including accounting, sales, production, human resources and finance, in an integrated environment. SAP serves more than 3, 35,000 customers in 180 countries. The daily counter and dispatch works in Sub offices and Head offices will be done using CSI Point of Sale (PoS) counter and Back Office software only. PoS is Offline module where data is stored in Local Server and synchronized to Central Server in every 4 Minutes automatically. Rest of the job will be done using SAP. With the help of these new products daily work will be greatly reduced. The duplication of job will be gone completely. Presently, the transactions done in Branch offices are entered in sub offices using Sub accounts and transactions of Sub offices are again entered in HO level using Sub accounts and Accounts module. The same transactions are again accounted for in Circle Offices/DAP offices and again at the directorate level. In CSI environment, all the transactions taken place in Head offices, Sub offices or branch offices will be stored in a central location, so there is no need to enter it again and again in the system. Relation between HO, SO and BO will cease to exist. Each office – BO, SO & HO is independent and has a 10 digit Facility ID (unique ID to identify an office). First 2 digit of Facility ID denotes CO, first 3 digit denotes RO, first 4 digit denotes DO, first 6 digit denotes HO, first 8 digit denotes SO and all the 10 digit denotes a BO. Facility ID of DAP, Sub Divn, RMS Mail Office, National Sorting Hub, PSD, CSD etc. is also there. Each Employee is provided with a unique Employee ID which will act as User ID for all the modules in CSI. BO/SO/HO Daily Accounts will show the Cash figures only. The Stamp Balances & BO Balances will not be included in Daily Account. Each post offices including Branch offices will have one Profit Centre ID (for making payment), Cost Centre ID & Fund Centre ID. SAP & POS are not included in RICT devices, so BO Daily Accounts for all the BOs are to be generated individually at Accounts Office by entering all their receipts and payments in a excel sheet under their profit centre ID and uploaded in SAP. BO Slips & Summary is absent. Only the previous day’s BO Daily accounts generated in Accounts office are to be sent to BO. Cash requests for BO and Excess cash remittances from BO are to be raised on behalf of BO by SO Treasurer and Supervisor using the profit centre of BO. Stamp indents for BOs are to be processed by Accounts Office only. Day to Day stamp sales of each BO will be deducted by using BO Book Item option in POS Counter at SO. Only POS Counter Transactions will be fetched to daily accounts and the remaining figures related to Finacle, McCamish & Treasury Transactions will no to be fetched. They are to be accounted through voucher postings in F&A (SO and each BO separately). Proper care should be taken while doing voucher
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postings. The SO figures are to be posted in SO Profit Centre and Individual BO figures in their respective Profit centre. Transaction can be modified by HO only at any time before the close of the month. Double Entry accounting system is followed in CSI. Existing 15 digit Accounts heads will be replaced by new 10 digit GL code. Right now there are more than 22,000 GL code exists in Department of Post, India. At the end of the day for a particular office, Physical Cash should be tallied with DOP Cash (Cash with Treasurer). POS Cash (Cash with Counter) should be ‘0’ & Cash in transit (Transit Cash) should be equal to actual transit figure cash of a particular facility.
Benefits of CSI • • • • • • • • • •
Paperless transactions. Big reduction in file movements. Various MIS reports for specific requirements. Efficient leave management – quick processing, substitution resulting in auto mapping to posts. Centralized payroll management. Quicker processing of payments – advances, GPF withdrawals and other payments. Access to employee data for various requirements. Simplified process for transfer, APAR and other employee related transactions. Automated establishment review – no need to maintain and call for statistics. More accurate accounting than legacy software as Accrual Basis of Accounting is to be followed here instead of existing Cash Basis of Accounting.
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Overview of CSI Environment CSI Business Solutions brings the following business functions – 1. Mail operation (MO) 2. Human Recourses (HR) 3. Finance & Accounting (F&A) Mail Operations (MO) Mail Operations is one of the core DoP business functions, which enables all mail bookings / sales, logistics, Track and Trace, and Delivery operations. Mail Operations provide DoP one integrated system for their daily operations which includes integrated process flow and seamless flow of data between the various applications. Mail Operations covers:
Staff Scheduling System (SSS) Point of Sales (POS) – POS Back Office & POS Counter India Post Visibility System (IPVS) – JAVA India Post Visibility System (IPVS) – SAP Delivery and Postman Management System (DPMS) Philately & Franking Sales and Distribution (SD)
Staff Scheduling System (SSS) – This module is used mainly to maintain Nominal Roll and Attendance, Set Open, Set transfer, Deputation, Time Sheet Entry and Set close. Point of Sales (POS) – POS Back Office & POS Counter – The POS solution operates in ‘Online’ and ‘Offline’ mode and provides all the post office designed banking and insurance operations at counter and at back office, and is also integrated through options within the solution. The Point of Sale application broadly comprises of the following components: POS Counter – Post Office Counter components allow all the daily operations and transactional functions. It mainly comprises of all Sales function and customer facing functions. It is accessed and operated by post office counter operators at the Post Offices and deals with citizens. o POS Back Office – All the operations performed by the supervisor role in all Meghdoot modules is consolidated and performed in one single module called Back office in CSI. Back office module plays a major role for Supervisors and Treasurers. For supervisors – Counter configuration and setup, counter assignment, verification, account submission, post office data maintenance and postmaster’s Dashboard. For Treasurers - cash allocation to counters and inventory movement. Another major role in back office is IPVS (India Post Visibility System) - which includes bagging of article booked at counter and article to be returned & redirected. And finally dispatch of bag. All kinds of operational reports for any date can be generated. o POS Central Instance – This is the central POS database system/instance at DoP data center that governs all the central configuration, master data control and post office set up. It takes the master data from SAP solution and transfer to POS Post office through POS Central Instance. This is managed by CSI team. o
India Post Visibility System (IPVS) JAVA – Despatch functions in PO are performed using IPVS JAVA module available in POS back office.
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India Post Visibility System (IPVS) SAP – Runs in RMS NSH. Tracks valuated mail articles as well as mail bags in postal network chain. Delivery and Postman Management System (DPMS) – Delivery and Postman Management System (DPMS) – As name suggests, module includes Mail operations done at Post offices similar to Meghdoot Postman Module. Web based On line module for receiving bags, invoicing articles (including Speed Post) and returns from Beat/BO. eMO printing and payments, including redirection are done in this module. COD / VPP / VPL Articles will be handled solely by this module till the processing of payment. Philately & Franking – CSI Philately system will allow tracking of philately operations from source to destination in the postal network chain. Philately system comprises of various PDA (Philatelic Deposit Account) operations related to: –PDA management –Sales activities to PDA and non-PDA customers –Management activities like reporting Franking is conceptualised to serve as the enterprise-wide traceability platform for franking operations from the source to the destination in the postal network chain. Sales and Distribution (SD) – This module deals with Individual customer creation (GCIF, Franchisee and Biller), Corporate customer creation, contact person creation, Maintain discount etc.
HR (Human Resources) CSI HR system covers business processes from DoP employee’s recruitment to retirement. All the DoP employees will have access to the HR system to perform their personal HR activities and respective administrative HR functions for the role they are assigned. It Manages employee leave transactions, employee payroll and related payments, employee service related transactions, Service book maintenance, updating events like nomination, change of family particulars etc., annual performance review transactions, transactions like promotion, transfer etc., Facilitates establishment review and includes vigilance module. o All employee related information available in portal. o Leave can be applied and status followed – No need for paper based application. o Similarly all types of payments (GPF, TA etc.,) can be applied for. o Service book can be downloaded. o Monthly pay slips and GPF balances are available for viewing. o Employee can perform various transactions like uploading documents, request for retirement, transfer and training. HR has following components. Organisation Management (OM) Leave Management (LM) Annual Performance Appraisal Rating (APAR) E-Recruitment Training Administration Management (TAM) Payroll and Pension Personal Information System (PIS)
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F&A (Finance and Accounts) One of the Vital component in CSI. It replaces Meghdoot Treasury, Subaccounts, SB Cash Modules comprehensively in Online mode. F & A Module is built in universally used best accounting application called SAP (Systems Applications and Products). Manages cash and inventory balances of office. All the transactions taken place in other modules of CSI will integrate in F&A Application. All kinds of Financial and Auditing reports can be generated in this Application. DoP F&A processes are divided into following modules: General Ledger (GL) Account Payable (AP) Account Receivable (AR) Cash and Bank Budget Procurement – Material, Service & Asset Inventory management
The Modules using at present & changed environment Present Module & Environment Point of Sale Sub account / Treasury / SB Cash SpeedNet / Despatch
Postman / eMO /SpeedNet All Modules have been given Supervisor role separately. Manual system of information pertaining to Human Resources, Payroll etc. Manual System of Maintaining Nominal Role
CSI Environment
CSI Module
Point of Sale Counter (PoS Counter) Finance and Accounting (F&A)
POS COUNTER SAP (F&A)
Indian Post Visibility System (IPVS). There are 2 Types - IPVS Java (for Post Offices) & IPVS SAP (for Mail Offices). Delivery & Postman Management System (DPMS ) Point of Sale Back Office (POS BO) interface where supervisor can perform all his activities. A new HRMS (Human Resource Management System) is introduced with ESS (Employee Self Service) & MSS (Manager Self Service) facility. Staff Scheduling System (SSS)
POS BACK OFFICE (POS BO)
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SAP (DPMS) POS BACK OFFICE (POS BO) SAP (HR)
SAP (SSS)
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CSI POST OFFICE - DAILY WORK FLOW Communications Run at Server – Start Database, Mobilink High & Daily
POS Back Office
Despatch PA IPVS
POS Counter
SSS
Supervisor Shift Begin
PO Begin
Counter Allocation
Receive Cash From F&A
SAP
DPMS (Postman)
Cash/Stamp/Stationary to SO (if HO) /Counter & BO
Set begin, if PO begin not done in POS-BO
Accept Allocation -Counter WorkCBS/PLI/Booking of Article/eMO/Stamp sale/Others-Misc
Cash to other SO if CO
DPMS Treasury
DPMS operator
Bag Receive for Article Accountable
F&A (Treasury)
Cash remittance to Bank (CO/HO)
eMO Print
Drawn from Bank (CO/HO)
Supply to Counter Approval of eMO
Balance Transfer to Super
Accept Transfer of Balance
Bag Open & Scan Article
Excess Cash to CO/HO
Window Delivery
Issue to Beat/BO
ATM Cash Loading
Submit Account Unpaid Article
Approval Taking Report Cash to F&A after completion of counter work
Shift End
Booked Articles of POS Counters & Redirected/Return Article from DPMS
Cash to Postman
Approval by Super if eMO/Ins
Chq request for SB/PLI Payment
Postman Return SO/BO eMO/Unpaid/Others EOD of each beat by Supervisor
Cheque ClearingInward/Outward
Cash from Postman
Vendor Payment
Received from Customer
Bagging of Article – Close Bag VPMO Booking Dispatch of Bag Set Closer in SSS
Submit A/c Postman - View
Voucher Posting
Excel File Upload
PO Account Submission TCB PO End DAILY ACCOUNT GENERATION
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Staff Scheduling System (SSS) Staff scheduling system (SSS) is basically first module of Mail Operation in CSI. Ideally, the functioning of a Post Office will start from this module. This module is used mainly to maintain Nominal Roll, Attendance, Set Open, Set transfer, Deputation, Time Sheet Entry and Set close. It will function through SAP. To initiate the process in SSS, follow the steps noted below:
Open SAP Login from Desktop Select ECT Put User Id and Password and Press Enter to login. Use T. Code: ZDOP_MAIN and press enter key Click on Staff scheduling system (SSS). Alternatively, T. Code: ZLSS may be used to directly access SSS. In next screen, under Human Resource section, click on Staff Scheduling System link. The work area of SSS will open.
SHIFT OPEN :
Click Post Office link under Office Set Open heading Click on ENTER button Click on Shift Open TAB A pop up will come "Shift is not yet opened by POS. Do you want to open the shift?" Click on Yes. Put Remarks as needed, and click on Ok. Shift is now open. Check the message on left hand top corner.
Note : Shift Open in SSS and PO begin in POS are inter-related. If POS Back Office start office before DPMS (may be required if SIFY link is down and counter operation to be continued), then PO begin will be done by POS Supervisor. Shift Begin is not required in SSS in that situation. If DPMS is to be start at first, shift open must be done in SSS.
EMPLOYEE WORK SCHEDULING :
SSS click Employee Scheduling Screen link In next screen, check office ID and Capturing date and click on Enter button. In next screen, all the employees of the office will be listed. Here, entries in columns with yellow colour can not be modified. The data of the columns in white colour can be modified as per office need. Supervisor will modify entries in Today's Attendance column as per the prevailing staff situation. Here, 3 (three) options are available, viz. I. Available (used if employee is present at office); II. On Leave (used if employee is on sanctioned leave); III. Not reported (used if employee is absent without intimation or intimated over phone about part absence). Supervisor will modify Work Start Time and Work End Time column for each and every employee as per employee's actual attendance in office. Ideally, minimum 8 hours attendance must be there for update in payroll module.
FACILITY / SHIFT TRANSFER :
SSS click Facility / Shift transfer link The required screen will appear. Put Employee ID and click on Enter. Current employee status will appear. To change the office, Supervisor will change the Current Office Id, Start Date, End Date, Work Start Time and Wrok End Time column.
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Then click on Submit. The office (Facility) will be changed for the particular employee for the time specified.
CONFIRM SCHEDULE :
After day's work, Supervisor has to do the Confirm Schedule. SSS Employee Scheduling Screen In next screen, see the changes and click on Confirm Schedule button at bottom on left .
SET CLOSE :
After completion of Day's work, set has to be closed by the Supervisor. SSS Time sheet entry & Set Closure Post Office link. In next screen, verify office ID, Set No. and Capturing date and click on Enter. In next screen, data in two columns have to be modified if required, i.e., Today's Attendance and Actual Work Hours - Work Group Wise. Modify Today's Attendance according to each employee's presence in office. Select either Not Available or On Leave option. Modify Actual Work Hours according to each employee's working time. If employee has worked more than duty hours or less than duty hours, that has to be entered here. Accordingly, Payroll module will update his/her remuneration. Do these modification only once in a day. Then click on Save Details and followed by Enter. The Set will be closed for that day.
RE-OPEN SET :
After supervisor has closed the SET, it may be needed to reopen the set. SSS Time sheet entry & Set Closure Post Office In next screen, verify office ID, Set No. and Capturing date click on Enter. Click Enter at the bottom of the screen. Set Unclose option will appear. Click on Set Unclose button. Put remarks for SET UNCLOSE. Set will be unclosed now. Now, do the modifications. Then click on Save Details and followed by Enter. The Set will be closed for that day finally.
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Begin of the Day One database server is installed in one of the system in the office and this system is called Local Server. Counter modules interact with this Server. Backup is also taken automatically in this Server at a schedule time. At the begin of the day in the server run the following components one after another from the path C:\POSTALPOS_BO.
1) Start Database Server 2) Run_Mobilink_Client_Daily 3) Run_Mobilink_Client_High Running Daily and High communication exchanges data between Local & Cental Server periodically. This communications should not be shutdown.
Point of Sale – BO & Counter Operation Introduction : PoS Back Office and Counter are Offline and data synchronises with central server periodically. It is the major front end applications for the Supervisor and Counter PA. Roles involved in Point of Sale (PoS Counter & PoS Back Office) :
Pos Counter PA : For all Counter Related works including SB & PLI. Pos-BO Despatch PA : For Despatch of all booked articles and Returned articles in DPMS. PoS-BO Treasurer : For Handling PoS Cash. PoS-BO Supervisor : For all Supervisory Job. (Currently PoS Treasurer and PoS-BO Supervisor are done by PoS Supervisor )
Regular Work Flow : PoS BO Super o PO Begin Counter Allocation Receive Cash/Stamps/IPOs from F&A Supply Cash/Stamps/IPOs to Counter Approve booked eMOs Other Approval PO Account Submission PO End PoS Counter o Shift Begin Accept & Request Allocations Perform all types of Transactions & Product Sales Transfer Balance Shift End and Reports IPVS (Despatch) o Counter Booked Articles & DPMS (Postman) Returned / Redirected Articles are bagged and dispatched to Mail Offices as per schedules through IPVS Option in POS Back Office.
Process in detail : Daily Operation Process at the Beginning Hours Role of Postmaster/DPM/APM Back office (BO) operation : PO Begin• •
Run the “PoS-Back Office” Program from Desktop. Login as Supervisor.
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•
From “PO Operation” Menu, click PO Begin [Day Begin] option. Last business date and current business Date and Time will show. Click Save button. It will show “Po Begin successfully” at top.
Counter Allocation•
Allocate Counter(s) to the Operators through “Counter Allocation” option of the PO Operation Menu. Click Add button [Blue in colour]. Select User ID in User Field. Select Counter in Counter No. Select To Time HH: MM. If from time is less than current time then modify the From time also. ( From Time must not be less than System Time ) Click Assign button [in blue colour]. “Counter Assigned Successfully” message will be displayed on the screen. Click Add button to assign more counter. Note: Counter No. is mapped with MAC address of a particular PC. So Counter No. (1, 2, 3 etc.) is fixed for a particular PC. For example, Suppose, there are three counters in a post office. While doing counter allocation if the 2nd counter is only to be continued, Supervisor has to allocate counter no. 2 only. It will not work as Counter no. 1.
Receive Cash from F&A option•
Receive stocks like IPOs, Stamps, Stationery and Cash from Treasury (F&A), based on the requirement. It will be with the PoS Supervisor. Click PO Operation Menu and click Receive Cash from F&A option. Select Denomination [As 1.0] Enter Quantity. Click Add button. Select the Row from the table and click Submit. Click Yes button. “Successfully Received amount Rs.....From F&A” will come. It will appear as Cash in Hand at Right hand top corner. Please check before proceed.
Receive IPO, Stamp & Stationery from F&A
Click PO Operation Menu and click Receive IPO, Stamp & Stationery from F&A option. If IPO to be taken – o o o o o
Click IPO TAB. Select Denomination of IPO. Select from the row and click Ok button. Enter Quantity. Enter Prefix, From Sl No. and click Submit.
If Stamp to be taken – o o o o o o
Click STAMP TAB. Select Category. Select Denomination of Stamp. Select Stamp Name. Enter Quantity. Click Add Stamp button.
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o o
The stamp will show in the list and value will show in total value box. To take more stamp repeat the above steps. Total Value of all stamps taken will show at end. Click Submit.
If Stationeries to be taken – o o o o o o o
Click STATIONARY TAB. Select Denomination. Select Stationary Name. Enter Quantity. Click Add Stationary button. Value will show in total value box. To take more stationary repeat the above steps. Total Value of all the item taken will show at end. Click Submit.
Supply to Counter
Click PO Operation Menu and click Supply to Counter option. “Supply to Counter” option enabling Counter PA to sell the products through the Counter. Cash of at least Re. 1 to be given to counter. This is mandatory. Cash Supply to Counter : o o o o o
Select User Name from the list. Select the Tab Cash. Select Denomination [1.0] Enter Quantity [Enter amount here]. Click Add Cash button. Select the Row and click Submit button. “Cash of Rs.xxx is allocated successfully” will show.
Stamp Supply to Counter : o o o o o o o o
Select User Name from the list. Select the Tab Stamp. Select Category. Select Denomination of the stamp. Select Stamp name. Enter Quantity. Click Add Stamp button. Select the Row and from the list and click Ok. Details will show in a table with quantity and value. Value will come in the Total Value box. Repeat the process to take other stamps and click Submit button at end.
IPO Supply to Counter : o o o o o o
Select User Name from the list. Select the Tab IPO. Select Denomination of the IPO. Enter Quantity. Click Add IPO button. Main stock will show. Select the Row from the list and click Ok. Details will show in a table with quantity and value. Value will come in the Total Value box. Repeat the process to take other IPOs and click Submit button at end.
Stationary Supply to Counter : o o
Select User Name from the list. Select the Tab Stationary. Select Stationary name.
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o o o
Enter Quantity. Click Add Stationary button. Main stock will show. Select the Row and from the list and click Ok. Details will show in a table with quantity. Repeat the process to take other stationary and click Submit button at end.
Note : Any entry can be deleted by selecting the row and clicking on Delete button. Reset button can be used to reset the value already entered for a particular item. ( Rest Back Office operation has been shown after PoS Operation)
Role of Counter PA Point of Sale (PoS) Counter Operation Shift Begin & Accept Allocation :
Login. Click on “Daily Operation” Button on the PoS Main Screen at right side. Click on “Shift Begin” button/press F4 on keyboard. Shift Begin Successful message will appear. Click on the “Accept Allocation” button/F5 on keyboard to accept Stock or Cash supplied by BO Supervisor. Select the Row. Accept all button to accept all things supplied to counter by BO Super or Select category wise (Cash, Stamp, IPO, Cheque, Stationery TAB) receipts selecting each row. Click on Accept button/ F4. Usually after accepting the cash if stamps, IPOs are also given by the BO super, that comes automatically to accept. The Cash Balance will appear on the screen (Right hand top). Also the balance of all categories can be viewed by clicking View Balance button / press F8 on keyboard. If there is any discrepancies in any allocation (cash, stamp, IPO etc.) Reject button may be used to reject the allocation. Click on Back/Esc button to back to Main Transaction Screen.
Transactions Process at PoS : •
Mails Menu ( Article Booking) [ Orange colour menu]: Speed Post, RL, Parcel, RNP, Book Packet, Printed Book etc. may be booked from here. On clicking the Mails Menu, sub menus will show to book different types of article. Move next page by clicking the arrow key. To go to Main screen click on Mails menu again. (The fields marked with * indicates mandatory/compulsory.) To Book Speed Posto o o o
Click Inland Speed post Sub menu. Enter Weight. Press Tab key, Enter PIN (Delivery Pincode) and again press Tab key. Total amount to be paid will show on right side. Click Pre-paid list box (if required) and enter Value in the adjacent box. OptionBlank => When no stamp is affixed on article. SS => When Service stamp is affixed with partial or full value. PS => When Postage stamp is affixed with partial or full value. FM => For Franking article. Enter Licence ID, SOM No, amount and click ok. In the Article No. box scan the Barcode. Press Tab. Cursor will move to Sender address section. Enter Sender Name, Address, Pin code and Mobile Number. If the customer is regular
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o o o
one and his/her particulars are saved previously press F8 after entering few letters in the name box. List of regular customer names will come. Just click on the row to select. To save the regular customer click the + sign check box just adjacent to address box. Now enter the Addressee Name, Address & Mobile Number. Here also +sign check box and F8 may be used to save or get previously saved details of customer. Check Proof of Delivery Proof of Delivery/Insurance (if required). View Net amount to be collected. For Single Transaction : Click Payment button/press F12. Amount due will appear. Select mode of Payment (by default payment mode Cash is selected). Enter amount collected (given by customer) in Cash Box. Click on Submit, the “Amount Paid” and “Amount to be Returned” (if any) will show. Receipt No. and Tracking No will generate. Receipt gets automatically printed and the Transaction is completed. A window will appear and will ask whether receipt got printed successfully. Click on No/OK. If the receipt printed correctly click on OK else click on No to print duplicate receipt. For more than one Transaction ( single customer) :
o
Click on Submit button. Receipt No. will generate. Booking screen will appear, continue booking. On completion of final booking entry, click on Submit. Click Payment button /F12. The above process will follow. Click on Yes to print multiple receipts. Consolidated Receipt if required may be taken. The customer will get consolidated receipt also other than usual receipt if asked so.
Receipt No : Receipt No is generated after completion of Booking . Only one Receipt No will be generated for Single/More than one Booking of a Single Customer. Tracking No : Tracking No is generated for each Article for Tracking purpose. Payment can be made by Cash / Card / POSB Account. Payment by card/POSB account is not working in training. To Book Registered Posto o o o
Click Registered letter Sub menu. The procedure is same as Speed post except the following – There is no pincode box at top. There are three check boxes Acknowledgment fee Insurance – on selecting, insurance amount box will come. Enter the amount to be insured. Value Payable – on selecting, VP amount and Repayment mode to be selected.
To Book Registered Parcelo o o o o
Click Registered Parcel Sub menu. The procedure is same as Speed post except the following – There is no pincode box at top. Volume of the parcel i.e. length, Breadth & Height to be entered. There are four check boxes-
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Acknowledgment fee Insurance – on selecting, insurance amount box will come. Enter the amount to be insured. Door Delivery – If door delivery is required beyond the prescribed limit of the weight of the parcel. Value Payable Post – on selecting, VP amount and Repayment mode to be selected. •
International Mails Menu ( Article Booking) [ Red colour menu]: To Book Foreign Speed Posto o o o o o o o
Click International Mail Menu and then click Foreign Speed Post Merchandise Sub menu. The procedure is same as Speed post except the following – There is no pincode box at top. Country to be selected. Volume of the article i.e. length, Breadth & Height to be entered. There is one check box Deliver in person – Custom duty by sender. On submit another window opens. Here some declaration to given as Article content, Content value etc. Prohibited list of item can be found on pressing F8 here.
Special Note Notice check box with + sign is available in the Address Column of both Sender and Addressee portion. If the sender or addressee is a regular/frequent customer; their address can be captured by clicking on the check box as shown below. If such customer needs to be added please enter their complete address with mobile number for the first time. Before entering City and State, enter the Pincode and click anywhere, automatically City and State will be picked by the software. This also applies in addressee details also. Operator can book any type of article for a single customer without switching to any other menu(s). Operator can perform any type of other transactions to a single customers e.g. after RL Booking, operator can go to eMO Booking, Speed Post Booking, ePayment Transactions etc., from the same screen without going to main menu. The menus of other transactions are available in the top as Mail Booking, International Mail, Money Remittances, Product Sales, e-Payment, IPO Sales and ePost. After booking of all the products, total amount to be collected will be displayed. Operator can hold the transaction by clicking on “Bill Hold” button, if all the requirements are not fulfilled by the customer (payment of Cash etc.). Transaction can be saved for later payment. Till the Shift Ends of that Operator Bill Hold is possible. Operator can fetch the registered customer details by clicking on “Add Customer” Button. If Branch Office / Service Articles / Franchise Articles etc., are booked, PA has to click on “Additional Info” Button (except Money Remittance Service) to select the relevant option. Before clicking on “Payment” button, operator can cross check the total articles booked for a customer by clicking on “View” button. If another booking needs to be done e.g. more than one SP Booking has to be done click on submit button, else click on payment button. For International Mail fill up Custom Duty form wherever applied and take print out of auto generated filled in Form. o For printing manual form (CN11, CN22, CN23) select Customer Service/F9 option (right hand) Select Form type Save as PDF Take print.
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System has the provision to check the restricted and or prohibited articles with respect to the destination country. • Money Remittances Menu : o o o o o o o o o o o
Click on Money Remittances Menu from Home Screen. Click on Electronic Money Order menu from the sub menu. Enter the Money order amount in the MO value field. Optionally select the Message Code from the drop down or enter custom message. In case of Service MO, check the 'Is in-House SMO/ Is External SMO' check box. Check the pricing information as displayed on the screen. In case of money order rebooking, check the 'Is Rebooking' check box and select the Branch office name as Original Booking office from the drop down. To send many to one money orders check the corresponding check box. Enter Sender Details. All the mandatory information needs to be entered. Optionally Sender details can also be searched from frequently used Address. Enter Addressee Details. All the mandatory information needs to be entered. Addressee details can also be searched from frequently used Address or can be added to the list. Click on Submit /Payment (whichever is applicable) as discussed earlier. Money Orders booked can be tracked and also recalled through the ‘Track and Trace’ and ‘Inland Recall of Articles’ screen.
Rebooking of BO transactions In case of RL, Speed Post etc. rebooking option is available in the booking screen itself; BO items should be fully prepaid for such rebooking. In case of eMO, rebooking option in the eMO booking window has to be used and on completion of the transaction, the amount will increase in BO Profit Centre and there will be no impact on counter cash. In case of BO stamp sale, BO_BOOK_ITEM in PoS Miscellaneous Service to be used and this will not impact Counter Cash or Counter Inventory; sale entry will update BO stock and posted as revenue in daily account of BO. •
Miscellaneous Services Menu : UCR and UCP related transactions are covered with the relevant reasons like pledge fee, pledge release fee, EMD, Tender Application Fee, RNP Ordinary, RNP Bundle, Cable TV Grant, Postal Identification Card, under Miscellaneous Services.
IPO Menu : IPO Sale/Payment to be dealt through “IPO” option. o Operator can sale only allocated IPO denomination and series. o IPO can be marked as a spoiled or duplicate. o For IPO payment system will first check if the IPO has been sold or not. o FPO payment is also possible. o Payment of IPOs sold through non-CSI system is also possible. o Bill can be cancelled at any point of time before completion of the transaction. o Bill can be held and resumed later on within same shift. o User should be extra cautious while entering the IPO serial number and prefix while accepting the same from SAP F&A.
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Product Sales : This is used to Sale Stamps and Stationery. In CSI, Stamps and Stationery are held as Inventory before sale and the sale is accounted. o Click the icon Product Sales icon in the main page. If Product code is known enter the same and press enter or Click submit to add product to the Cart , else Click on Product Search/F5 Select all information List of product will appear. Select the required Row and submit. o In the Sales Invoice window, enter the quantity and submit. o In the payment window, select mode of payment and press Enter.
Philately Menu :
Philately Deposit Account Opening and other account related transactions (Except issue of Stamps to PDAs) to be performed through “Philately” Option. (Process is discussed separately )
ePayment Menu : List of Billers will appear at right hand side. Select Biller and fill in the relevant fields. Submit/ Payment accordingly. All the existing biller will come automatically after CSI roll out.
Finance Menu : o o o
Click on Finance from Home Screen. Click on Postal Banking Service Button. Finacle screen will appear. Click on Postal Life Insurance Button. McCamish screen will appear.
Franking : Renew and Recharge of Franking is made using this option. (Process is discussed separately)
Domestic Compare & Book / International Compare & Book Menu : o o o o o o o o
Click on Compare and Book from the Home screen for comparing and booking domestic services. Click on International Compare and Book for international services. Enter weight (in grams) of the article manually or capture weight (in grams) using integrated Weighing Machine and press tab. Enter Destination PIN Code or search using F8. To search using PIN Code, enter either complete or part of the PIN code and press F8. For international compare and book, choose the desired country from the drop down. Click on Compare button or press F5 to do a comparison if the available services at the entered destination (PIN code or country). All available mail booking services for the destination PIN code or country is displayed on the screen along with the respective tariffs. Click on the desired service to continue booking article through the selected service type.
Cancel Transaction Menu : o o
Click on Cancel Transaction icon from the Home Screen. By default, cancellation screen for Normal articles will be opened. If Invoice number (i.e. Receipt No) is present or known, enter Invoice number field and Click on Search or press F8 to search the article details. All articles booked in the transition are displayed on the screen.
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If Tracking number or Article ID or PNR number in case of Money Orders is known, then enter the same in the Tracking No field and press Search or press F8 to search the details. Select the desired row to cancel the particular article booking. Check Select/Deselect all to select all the articles in the transaction for cancellation (if searched using transaction number). Uncheck the same to deselect all the records. Click on Reset or press F3 to reset all the entered data Click on Cancel or press F2 to cancel the current transaction without completing the same. Click on Payment or press F12 to proceed for payment and complete the transaction. System prompts the Amount that is to be paid to the customer.
o
o o o
Special features available in CSI PoS (required frequently) :
Customer Service icon: o o o o o o
Bill Look up : To view a particular transaction details based on Receipt No / Counter No. Duplicate Print : Duplicate print of last Receipt No only. Re-Print\F4 can also be done. Track & Trace : Can be searched through Tracking No. Manual Form: For printing manual form (CN11, CN22, CN23) select Customer Service \F9 option (right hand) Select Form type Save as PDF Take print. Pin Search: Normal Pin code Search. Ack Slip : For NC4 purpose .
Daily Operation icon: o o o
o o o o o o
Accept Allocation : Accept Cash, Stamp, IPO from Back Office Request Allocation : Request Selecting Supervisor for Cash, Stamp, IPO from Back Office Balance Transfer : Transfer selecting Supervisor Cash, Stamp, IPO to Back Office. Excess Cash Transfer can also be done using this option. If physical cash is more than accounted cash, this option may be used followed by Submit Account option. View Balance : To view Cash, Stamp, IPO balance View Transfer/F9 : To view Balance Transfer status. Report : Select as required and save as PDF to take Print. Collection Report : Receipt number wise cash collection / payment report. Legacy Adjustment : To make legacy cash deposit/withdrawal entry e.g. Sanchay Post, iMO etc. Submit Account : Counter Operator has to click on submit account button when Amount Received and Amount Transferred are same.
Daily Operation Process at the End of Counter Hours Pos Counter Operation :
Check Counter Cash in hand from right corner of the screen. Transfer Cash Balance and others to PoS Treasurer / Supervisor using Balance Transfer option. Supervisor should approve the same in Back Office. Use Transfer cheque option to transfer cheques collected. If inventory, IPO need to be returned, this can also be done. Once the Pos Treasurer/Supervisor receives the Balance transfer, Operator can Submit account. If there is any excess cash found in Counter and Transferred to Supervisor, the same need to be adjusted in Submit Account Screen (Receipt Adjustments and Remarks). Supervisor should approve the same in Back Office.
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System will not allow user to submit account in the following scenarios : If any bill is on hold. If any request is pending with some other user. If cash in hand is not zero. In case of finacle and PLI transactions, the submit account will show total of PB and PL transactions; Voucher posting has to be done for individual type of transactions – this is explained separately. Counter PA then proceed for Reports and the Counter Shift End.
Reports generated in PoS :
Detailed Report ( includes Invoice level transaction details) Consolidated Report (User wise/counter wise transaction overview report) Cheque Collect Report (details of cheques received) E-Payment Report (Third Party Billers) Online Offline Report (System online/offline details) Stock Report (User wise/Treasurer wise, PO wise details) Inventory Report (SAP assigned stock details) IMO Details Report (Instant Money Order details) Time Consumption Report (Time consumed to complete a transaction) Shift-wise Transaction Report (details of shift wise transactions) Branch Office-wise Report (Branch Office rebooking transaction details) Cancel Transaction Report (Cancelled Transaction Details) Agent Collection Declaration Report (Agent wise collection details) Treasurer Report (Treasurer Activity details regarding Receipts and Payments) Daily Accounting Sheet (Date wise Receipts and Payment details) User Transaction Report (User wise Transaction details) Work Allocation Report (User wise allocation details) Counter Reports Collection Report ( Invoice related details at Counter level) Counter-wise Report (Shift wise, Counter-wise Transaction details)
Back Office (BO) Operation :
Refresh the Screen using the symbol (refresh) at the right hand corner of the screen. Pending activities will be visible on Back Office Desktop as Pop-Ups and act accordingly. In case of eMO, everything except Cash can be modified. o Modify required fields Save Changes Approve o Rejects with Rebooking (to modify Amount). Operator (PoS) will view it in Rebook option to change the amount and submit. Supervisor (BO) need to approve it only. Supervisor need to refresh the PoS-BO Screen and check all Pop-Ups shown in Back Office and need to approve if required. Click on Cash Pickup Pop-Up and approve the amount selecting the Row. View the Cash in Hand option from Top Right and send cash to F&A in PO Operation menu. Ensure, cash is received by F&A and cash in hand is Zero in PoS-BO Super. Click PO Operation Menu and click PO Account Submission option. o If there are some users who have not done shift end, supervisor has to forcibly end the shift of such users.
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o Thereafter, PO END has to be done by supervisor which ends the day. Before performing this ensure that all bags are dispatched in IPVS and articles in deposit are Marked as Pending. [ IPVS (despatch) procedure is shown separately ] Only after PO Account Submission is done, PO End operation can be performed. System displays the current business date. Click on the PO End button to complete the PO End operation. o If SSS set is already closed, the PO End will be done and system will navigate to the Login Screen. o If SSS set is not yet closed, system prompts the same and asks a confirmation of doing a forcible PO End. Click on Yes button to forcible end the PO and system navigates back to the Login Screen. Click on No button to wait for the closure of SSS set.
Reports : Use menu: BO - Reports The screen is used to view and generate different kind of reports based on the operations performed. Export to PDF and Export to Excel option is provided. Report types include: Detailed Consolidated Cheque Collect E-Payment Report Online Offline Report Stock Report : Post office wise Inventory Report : Category wise IMO Details Report Time Consumption Report Shift wise Transaction Report Branch Office wise report Cancel Transaction Report Agent Collection Report Treasurer Report: System displays the details of the receipts and payments from treasurer perspective on the screen. Daily Accounting Sheet User Transaction Report Work Allocation Report
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IPVS(India Post Visibility System)- Java(for Despatching of articles) Despatch functions in PO is performed using IPVS JAVA module available in POS back office. At the close of the day, after counter booking hours are completed, the authorized operator can perform close and despatch of accountable bags. All the following options are available in IPVS menu in Back Office (BO) Operation.
Fetching return/redirected article –
The booked articles are already available for closing of bags; articles marked as returned/redirected in DPMS need to be fetched for despatch. o Login to back office as operator. o Use the menu IPVS Menu RETURN & REDIRECT. o In the next window click on Get Return & Redirect records. o Data of articles marked in DPMS will be available for despatch.
Mark as pending – If Operator has to retain some articles and not to include in any bag today, use this option and keep the article pending. If this task is not performed for articles in deposit PO End cannot be performed. o Click on IPVS Menu Mark Pending Articles option. It will show all articles under Booked Articles Column. o Select All. o Click on Mark as Pending button. o All articles will now appear in Pending Articles Column. o Next day morning, Despatch PA needs to select all articles and click on Mark as to be Despatched button to bring those articles for despatch.
Closing bag –
Obtain the articles from counter and DPMS physically and ensure that they are correct; sort these articles physically bag wise (REGISTERED BAG – TD/NTD; SPEED POST BAG – TD/NTD; PARCEL BAG – TD/NTD). o Use the menu IPVS CLOSE BAG. o In the close bag window, select the Bag Destination and Bag Type and click Create Bag. Observe the articles for despatch listed according to the bag chosen will appear in List of Articles to be Bagged column. o A temporary bag ID will be created and you can scan the articles now (you can also use virtual sort but physical scanning is recommended). o Scan or Enter the articles in the bag. o Press Enter. o As you are scanning the articles, you can use the option Save & Exit in between, if you want to keep the data already entered and temporarily need to stop this work due to other priorities. When you return, to resume closing of the bag, select concerned Temporary bags created, from the list and continue. You can also use the button Reset bag to restore articles back and start scanning again. Use button Delete bag to do away with the closing of temporary bag. o On completion of scanning, count the articles and confirm with the count shown, enter bag weight (if weighing machine is connected, place bag on the scale and use the option capture weight) and click Close Bag; you will be prompted to scan bag bar code; scan the same in the pop up window and click OK .
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o o
You will get a message Bag Successfully closed; click OK and print (from File menu ) manifest by clicking on Generate Manifest. The bag can now be physically closed.
Reopen Bag – Operator also has the option to reopen an existing bag, add/remove article and close again. Reopen Bag operation is used to: Reopen closed bags. Add or remove articles / bags from reopened bags. Reclose bags. o Scan Bag Barcode. o Enter already Closed Bag No. o Click on Reopen. o Now Operator can Add/remove (Reset) articles to/from the reopened bag. o Click on Close Bag button to capture weight (Capturing bag weight is mandatory). o Click on Close Bag after capturing bag weight to reclose bag. User gets the last bag closed notification after successful bag reclose. o Click on Generate Manifest to generate manifest after successful bag reclose.
View Bag/ Article Details : o o
To view status of Article / Bag. Enter the Article/ Bag no. Status of Bag will be displayed.
Check bags/articles :
If Insured Articles are closed in a bag, supervisor has to approve this by using check article and bags; otherwise such bags cannot be closed or dispatched.
Despatching bags : o o o o
o
Use the menu IPVS DESPATCH BAG In the next window, select the schedule through which the bag will be dispatched – bag closed for the destination in the schedule will appear. Closed Bags will be available in Available Bags column. Select or scan the bag barcode; observe that the bag is now available in To be dispatched list; click Despatch. You will get message Schedule successfully dispatched. Now you can print mail list by clicking Generate mail list; you can also print mail list/manifest using the menu IPVS – PRINT MANIFEST/MAIL LIST. You have an option to cancel a despatch if there are requirements. You can generate abstract using the menu IPVS VIEW REPORTS.
Cancelling Dispatch : The transaction is used to cancel dispatched bags due to a list of selected cancellation reasons. o Use menu: IPVS Cancel Dispatch Bag o Start the operation from the Cancel Dispatch Bag screen. o Scan a valid Dispatched Bag. o Scanned bag details get populated on the screen. o Choose a reason for cancellation. o Provide remarks (optional).
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o
Cancel dispatch.
Flagging Bag/Article :
Flag Bag/Article is used to flag a bag or an article which needs to be brought under the scanner of the postal team as this item needs special attention e.g. Damaged Article / Bag. Those articles will be kept as Hold. o Use menu : IPVS Flag Bag/Article. o Start the operation from the Flag Bag/Article screen. o Scan a valid bag barcode. o Select a reason for flagging the bag/article from the drop-down menu. o Provide a remark (optional). o Click on Submit button. These Articles will be available in Available Articles. Then proceed for despatch.
Change recipient pincode :
This option is used the change destination pincode if wrongly selected at the time of booking so that virtual sort can include the article in correct bag.
Reassign bag :
This option is used by supervisor to reassign a temporary bag created to some other user, if the user who prepared is not available for closing the same. Use menu : IPVS Reassign Bag o Select the User with Open/ Temporary Bags. All the Temporary Bags assigned to that User will appear below o Select the Row and Reassign the Bag to another User using Reassign To option.
Reports : Use menu : IPVS View Reports The screen is used to view and generate different kind of reports based on the operations performed. Report types include: 1. Bag Dispatch Report
2. Cancel Bag Dispatch Report
3. Insured Bag/Article Report
4. Bag Closure Report
5. Flagged Bag/Article Report
6. Return/Redirected Report
7. Usage/Productivity Report
8. Article Details Report
9. Abstract Report(SINGLE DAY)
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Delivery Postman Management System (DPMS) This module is applicable for Delivery Post office only. Only authorized users can access SAP DPMS. Each user is assigned a unique Employee ID and a unique password. Registered articles of letter and parcel mail, Speed Post, COD articles, VP article, Money Order, International mail, Ordinary mail, Insured mail and other miscellaneous services etc., can be handled using this module for delivering to individual as well as Bulk Addressees. Bulk addressees have to be created by the user authorized in the division for CRM module access.
Work Flow of DPMS module PO Begin in POS Back office
Yes/No
Yes
eMO
No
Set open in SSS
Bag Receive for Accountable Article
Print eMO
IPVS JAVA
Bag Open - Scan Article
Redirect/Return
Redirect/Return
VP/COD/INS Article Issue to BO
Issue to BO
Return form BO
Window delivery Issue to Beat/Postman & Print Delivery Slip
Return from BO
Super Approval for Insured
Unpaid Article
Super Approval - eMO Cash to Postman- Treasurer
ZART_UPLOAD
Return from Postman – eMO/Unpaid/Others
Window Delivery EOD Beat wise -Supervisor
Submit Accounts postman –Treasurer (View)
Cash return from Postman - Treasurer
Book VPMO Set Closer in SSS after PO End in Back Office
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Set open Procedure in SSS –
Double click on SAP Logon Icon on desktop. Login using employee ID and Password.
T. Code : ZDOP_MAIN and press Enter. DOP Main Screen will open. Click Staff Scheduling System link. Or T. Code: ZLSS. Staff Scheduling System screen will open directly. Click Post office link under Office Set open heading. Office set open screen will open with office details and start date. Click on Enter button. Click on Shift open Tab. One window will open “Shift is not yet opened by POS. Do you want to open the shift?” Click on Yes. Enter any Remarks and click Ok. “Shift has been opened successfully” comes at top.
To Work in DPMS –
T.code : ZDOP_MAIN Click on Delivery and Postman Management System (DPMS) link Or T.code: ZMODPMS . DPMS main screen will open in Internet Explorer.
Accountable Mails Individual Registered article, parcel, speed post, COD articles are handled using this option.
Bag Receive : Click on Bag Receive link under Accountable Mails Individual heading. Click on Double Square/Searcher of Schedule ID. List of Schedule will come. Click to select the Correct Schedule as per the office and click on Fetch button. Expected Bags received appears on the left side of the column. Check the bags received with mail list and also check bags are not received excess or short. In case of excess or short receipt the same should be handled in the usual course. Scan the Bag ID Label; it will appear in the Scanned bags column on right side. Click on Receive Button at Bottom in Receive operations section. Message appears: “Total XX Bag(s) Received Successfully” If found correct Click on OK Button. For each and every bag perform same procedure. Close the window.
If the due bags are not shown in the list, the bags can directly be scanned (Legacy Bag open). In case of Legacy Bag open scan the bag ID and press Enter. A new bag Receive window will come. Weight and From office ID have to be entered. Click on Receive button. NB: If for any reason wrong bag has been received, select the bag from right side column and click Delete button at Receive operation section.
Bag Open :
Click on Bag Open link on main screen under Accountable Mails Individual heading. Scan Bag ID .[To view already scanned bag click on Bag Ready to Open link.] Press Enter Key. If legacy bag (Bags not received virtually), the screen will change to Legacy Bag open window.
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In case of Legacy bag open the articles have to be scanned and click Enter button or press Enter key. Physically count and check all the articles. On entering the bag Id, if the articles are received virtually, the article will show on Scanned article column on right side. Now if total number article differs click on Perform QA button at bottom. The article will shift to Expected article column on left. Now scan the article. Article will shift to Scanned article column one by one. If articles received short, those articles will remain on Expected column at left side. Click on Submit button at bottom. A message will come “Bag EBW/RBW…..” opened successfully. Click OK. o NB 1: Save as draft can be used to scan more article in a particular bag later on. o NB 2: Delete button can be used to delete any wrong article scanned.
In CSI all the COD and VP/INSURED articles are treated as normal articles. So change of article type is required before invoicing to the beat or Branch Office. It should be modified using the T.Code ZART_UPLOAD. Process in short: T. Code : ZART_UPLOAD Scan the Article no. A message will come “Data already exists. Do you want to edit ?” Click on option Yes Select Article type as SPCOD/BPCOD/VPL etc. Enter all the information of sender and receiver with Pin code under Article details. Click the COD/VPP/Insurance check box as per the actual type of article. Enter the VP amount/COD amount in VAS details. In case of COD enter the E-Biller ID. Click on Save data button. NB: This T. Code can also be used to modify article type. E.g. Speed Post article entered as registered article wrongly. Article status(Received-R or Taken out – T) can also be changed here.
Issue to Postman : All articles including Speed post are invoiced to postman here. Ensure all postman in respective beats are available. If any postman is absent/not available make required changes in SSS. Click on Issue to Postman link in the main screen under Accountable Mails Individual heading. Select Beat ID from Double Square /searcher. If some articles are already scanned previously and saved earlier, click Get Scanned Data button. Click on Article No and Scan the article. Click on Enter button. In this way Scan all the articles and Click on Save button. [Please note, once article is invoiced and saved, then it cannot be deleted. Before scanning article can be deleted.] Summary will be displayed. (RL /PL/ COD) If correct Click on OK.(Data Saved Successfully) Click on Print Delivery Manifest. All the article or type wise (Registered letter/Reg Parcel/Speed Post/Express/Business parcel) print may also be taken. For that, use the drop down menu on the left side of Print Delivery Manifest button. Print the Slip and Click on Cross (X) to close the window.
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Approval of Insured Article :
Click on Insured article verification link under the heading Supervisor Approval. Click Enter button. The insured article will be displayed. Click Approve button.
Taking Postman Return : When postman returns from the beat, article which is delivered or undelivered is entered here. Unlike legacy module, all types of article including Speed Post is handled here. Taking returns has to be done very cautiously. If anything done wrong here, cannot be modified from the software. Click on Postman Return link in the main screen under Accountable Mails Individual heading Click on Double Square of Beat ID to select beat. Select Office Shift Number if required. Click on Fetch Button. All articles issued to postman will be displayed Scan the article in Non Del Article Number field or Select the undelivered articles. Select the Reason for Non Delivery and Reason Type from the list. Action will be displayed automatically. Click on Enter button. Repeat the process for rest of the articles. Delivery Status and Reason for Non Delivery will be displayed in front of each article number. Click on Save button. In case of all articles are delivered for the beat save button to be clicked directly. Postman Returns Summary will be displayed with total count of delivered/non delivered articles. Click on OK.
Redirection of articles : If any article is wrongly received at office and not intended to deliver from the receiving office, the article can be redirected. Click on Redirection link in the main screen under Accountable Mails Individual heading. Enter Article Number by scanning. Select the Reason for Redirection. [e.g. Missent] Enter Redirect Pin code Enter Redirect Address 1, 2, 3. Click on Enter button. Article will appear below. Click on row to select. Click on save. Further change of the redirected address or reason can be done by clicking the View/Modify button.
Return of Article : The articles which are not claimed even after keeping in deposit for 7 days are returned back to the post office under which the sender is mapped. All those articles which were received but were not processed for 7 days appear on the screen. Click on Return link in the main screen under Accountable Mails Individual heading. Enter Facility Id and Click Enter button. Select the Article number from the list.
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Select the Reason for Return from drop down options. Click on Save button.
Entering Articles on Hold (Articles in Deposit) : This option is used for poste Restante and article may be hold on request of customer(normal article). Normal articles can be kept for 7 days or as desired by the customer and Poste Restante article may be kept in hold for a month by default.
Click on Article in Deposit link in the main screen under Accountable Mails Individual heading. Enter/Scan Article Number. Select Employee ID. Click on Poste Restante / Normal check box. Click on Enter button. Click on check box in front of the article number. Enter the date in Hold till date column in case of normal article. Enter Remark. Click on Save button.
Beat Change procedure : Right now there is no option to change the beat in Issue to postman link. After issue to postman and saved data use the following procedure – T. Code : ZART_UPLOAD Scan Article. Article status : Changed to Received from Taken out. Save
Accountable Mails Bulk This option is used to prepare delivery slip for bulk customer.
Bulk delivery slip
Click Bulk Delivery slip under the heading Accountable Mails Bulk. Select Bulk Addressee from searcher. Details will come automatically. Select Bach ID if required. Beat ID will come automatically as assigned previously. Scan article number and press Enter. Article number will appear below. Select a row or Select all. Save. Click Print Delivery Manifest button to print the bulk delivery slip.
Bulk Delivery Return
Click on Bulk Delivery Return link label under the heading Accountable Mails Bulk. Enter/Select Bulk Addressee ID. Click on Get Data button. Click on combo box. Click on Not Delivered Article Number and scan the article in Non Del Article No. Field. Click on Reason for Non Delivery list box. Enter the reason for non delivery. Select the Reason Type for Non Delivery from the list. Action will be displayed automatically.
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Click on Save button. Summary will be displayed. If correct, click on Ok button . Message appears “Data Saved Successfully”.
Click on Cross (X) button to close the screen.
EMO Mails Individual Issue the Money Orders to Postman
- by operator
Click on View/Update Money Order link under EMO mails Individual heading. Click on Enter button. The list of eMoney orders will be displayed. Select the money orders from the list. At this stage itself, you can decide whether the eMO can be assigned to bulk payee or beat. (not recommended right now) eMOs to be redirected need not be printed. Modify Pincode option in the line item may be used to redirect eMOs here. Enter the new pincode here. No need of Supervisor approval here. eMOs to be assigned to bulk addressee to be included to such payee by using the option Assign Customer ID, entering the customer ID. If you desire not to assign the eMOs to beats at this stage, you can print them. To get eMO form printed Click on Print button. Check whether print status is updated to “Yes” on printing. Pdf will open. Do not close pdf till completion of all printing of EMO form. Click on Save& Refresh button. o NB: 1 if any eMO received wrongly may be redirected by modifying the pincode column and then save. o NB: 2 Duplicate Print of eMO: Select the eMO and click on Print button. Duplicate print may be taken before issuing to the beat.
Invoicing Money orders - by operator
Click on Invoice To Postman link under EMO mails Individual heading. Select the beat ID. Click on Get Data button to get previously assigned to beat eMOs. Otherwise Scan/enter the EMO’s wish to invoice to the postman and click Enter_new button. Repeat the process for all the EMOs of that beat. After completion click on Save button. Message appears “Are you sure, you want to save Data finally? Total amount will show” Click on YES button. Message appears “Data Saved successfully” at the top. Click on Select all and Click Print button to print the eMO delivery manifest/slip. Repeat for all the beats. NB: Status changed to taken out for delivery. No change of beat is possible after save.
Supervisory Approval for Money orders - by Supervisor
Click on Supervisor Approval EMO link under Supervisor Approval heading. Click on ENTER button. The beats for which approval is required will be displayed. Click on Select All button.
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Click on Approve button after checking physically with print out taken. Message appears “Data Saved successfully”.
Cash Payment to Postman for EMO – by Treasurer
Click on Cash Payment To Postman link Under Treasury Heading. Click on Enter. List of Beats with amount will be shown. To select the beat, Click on check box or click Select All button. Click on Cash to Postman button. Pay cash to each beat. Postmen have to give acknowledgement on delivery slip before paying. Message appears “Data Saved successfully” and one cash voucher number will be generated with respect to the beat. Check with T. Code : ZFBL3N. Enter Dopcash GL code and see the posting. [View only].
Taking Returns for EMO - by operator
Click on Return From Postman link under EMO mails Individual heading. Select the Batch. Click on Beat Id. Select the beat. Click on Get Data button to fetch all the eMO issued to a beat. o Scan the EMO which are not delivered in the Non Del EMO no field. Select the Reason for Non-Delivery and Reason type. Action will come automatically depends upon the reason type. o Click on Enter button.
Or alternately Select the EMO. Then select the Reason for Non-Delivery and Reason type. Action will come automatically depends upon the reason type. Click Assign button .It will be shown in the Reason for Non payment column. Click on FINISH button. Return from Postman Summary for the particular beat will be displayed. Click on OK button Message displayed “Data Saved successfully”. o o
Redirection of eMO - by operator eMO already issued to beat can not be redirect through this option, only after taking printout and before issuing to a beat this option may be used.
Click on Redirection link in the main screen under under eMO mails Individual heading. Enter/Scan eMO Number. Select the Reason for Redirection. [Mandatory] Enter Redirect Pin code [Mandatory], City will come automatically. Enter Redirect Address 1 [Mandatory], 2, 3. Click on Enter button. Further change of the redirected address or reason can be done by clicking the View/Modify button. In that case click on Ok and Save.
Supervisor Approval for Redirected eMO : Supervisor approval is required in case of Redirected eMOs. Under Supervisor Approval heading – Click Supervisor approval-Redirected and Return eMOs link.
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Select appropriate check box – Redirect and press Enter. Select all eMOs marked for redirection. Click Approve button.
Return of eMO - by operator The eMOs which are not claimed even after keeping in deposit for 7 days are returned back to the post office under which the sender is mapped. All those eMO which were received but were not processed for 7 days appear on the screen. Click on Return link in the main screen under eMO mails Individual heading. Click Enter button. Enter/Scan the eMO number from the list. Select the Reason for Return from drop down options. Click Enter. Further change of the redirected address or reason can be done by clicking the View/Modify button. In that case click on Ok and Save.
Supervisor Approval for Return eMO Supervisor approval is required in case of Return eMOs. Under Supervisor Approval heading – Click Supervisor approval-Redirected and Return eMOs link. Select appropriate check box – Return and press Enter. Select all eMOs marked for return. Click Approve button.
eMO Mails Bulk Bulk payees which are created and mapped to Post office are handled here.
View/update Money order –
Click View/update Money order under the heading eMO Mails Bulk. Select Customer ID. Beat Id will auto populate. Select all eMO. Click assign beat and click save button. Repeat for all bulk eMO payee.
Invoice to postman (Bulk) –
Click Invoice to postman (Bulk) link under the heading eMO Mails Bulk. Select customer ID and click get data. Click Print and save.
Accept/Reject Bulk eMOs
Click Accept/Reject link under the heading eMO Mails Bulk. Select a Customer ID. List of eMOs will display against the customer. Select the eMO number to be rejected and click on Reject button. Rest of the article will be accepted by clicking on save button. Print option is available.
Supervisory Approval eMO bulk- by Supervisor
Click on Supervisor Approval EMO link under Supervisor Approval heading.
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Click on ENTER button. Status of eMO can be changed by selecting the record or Click on Select All button. Click on Approve button. Message appears “Data Saved successfully”.
Bulk eMO Treasury ReportTreasurer will view Bulk eMO treasury report and issue a cheque to postman for handing over to bulk payee.
Ordinary Mails Issue to Postman –
Click on Issue to Postman link label under the Ordinary Mails heading. Select Batch ID & Beat ID Enter Count of Articles, Weight of Articles(Kg.) and Value of Postage Due (Rs): Click on Save button.
Ordinary Mail taking returns from postman –
Click on Postman return link under Ordinary Mails Heading. Select Batch Id & Beat ID Click on Display Entries button. Count of Articles Delivered to and Postage Collected to be entered. Click on Save button.
Window delivery For Accountable mail –
Click Window Delivery For Accountable Mail under the heading Window Delivery. Enter or scan article number and click on Enter button. Details of the article will come. Enter the details of Delivered to. Select ID Proof Document. Enter ID Proof Number. Click on print button for delivery manifest. Click on Save button.
For eMO –
Click Window Delivery For Money Order under the heading Window Delivery. Enter eMO Number and click on Enter button or press Enter Key. Details will come. Enter the details of Delivered to. Select ID Proof Document. Enter ID Proof Number. Click on print button for delivery manifest. Click on Save button. Note down the Accounting Document number. NB: No Supervisor approval required. Treasurer can make payment to each payee.
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BO Delivery Issue article to BO –
Under the heading BO Delivery click Issue article to BO link. Select the BO ID. BO employee ID will be automatically populated. If not come select BO Employee ID from the searcher. Click Fetch to check articles are already invoiced. Scan the article number click Enter button. Repeat the process for all articles. Select All and Save. Click Print button to print Delivery Manifest/List.
BO Articles Return –
Under the heading BO Delivery click BO Article Returns link. Select BO ID and Article type (All/Speed Post/Registered Parcel/RL/EP/BP) then click on Fetch button. Scan/Enter/Select the article number. Select Check box Delivered or Non Delivered against the article as applicable. In case of Non delivered article select Reason for non delivery and select Reason type. Action will come automatically. Select actual date of delivery in case of delivered article. Click Enter. Click Save and click OK.
Issue EMO to BO –
Under the heading BO Delivery click Issue EMO to BO link. Select BO ID. Select Employee ID. Enter or scan EMO number and click Enter. Repeat the process for all eMO. Click Save and then Print to print Delivery manifest of eMOs.
BO Supervisor Approval – by Supervisor
Under Supervisor Approval heading click the link Supervisor Approval(BO). Click on Enter. Pending approval list will show. Select and approve.
eMO returned for BO –
Under heading BO Delivery click the link EMO Returned for BO. Enter BO ID. Click Fetch. All the eMOs for the BO will show. Select or Enter eMO no. Select the check box Payment done or Payment not Done. If payment done then give the actual date of delivery. If payment not done then select Reason for non delivery, reason type and click on Enter.
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Select All the eMO and Save and Post button. NB: When articles on which amount are due a liability is created against the postman. This can be viewed using T.Code : FBL1N. Applicable for COD, VP, Customs Duty, eMO cash.
EOD of Beat Compare physical cash with postman with the cash to be returned as per DPMS. In SAP main window, click DPMS transactions and Reports. Click the link Cash Returns (before EOD). In the next window, enter facility ID, batch Id, Shift and date. Click Execute. Details of return cash for each item and total amount will show. Compare and do the EOD. Repeat for all beats.
EOD Supervisor Confirmation – by Supervisor
DOP Main Screen -> DPMS Transaction Report-> EOD Supervisor Confirmation(New). Type /Select Beat ID Click on Enter. Click on SAVE. Click on ok button. “Data saved successfully” message will come.
Cash Return from Postman Cash Return from Postman - by Treasurer
Under Treasury heading click the link Cash Return from Postman . Cash return to be done only after completion of EOD supervisor confirmation for individual articles, individual eMOs, online pick and ordinary mails. Select beat ID and press Enter. The details of total amount to be collected and amount submitted to treasury figure against each beat will show. Click on Received payment from postman button to complete. Repeat for all the beats.
Treasury Submit Accounts Postman - by Treasurer
Once cash received by treasurer, submit will automatically happed in background. Under Treasury heading click the link Treasury Submit Accounts Postman. Select beat ID and then Click on display summery. This is only to view purpose.
Booking of VPMO after display summery Login into ECT (in training) by delivery postal assistant T. Code: ZDOP_MAIN
Click on DPMS Transaction and reports link Click Book VPMO link Select or Enter VP Article Number and press enter key Click Execute button Message will come “Do you want to book the article?” - Click Yes eMO number will generate. Note it. No Receipt printing and supervisor approval required. VPMO booking report can be viewed using VPMO booking Report.
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Franking (only PoS operation) Customer ID with CRN will be created at Divisional Level. License Fee Slab : Customer Type License Fee in Rs. Validity Individual 375.00 5 yrs Departmental
Nil
50 yrs
Renewal Fee in Rs. 375.00 before expiry 375.00+100.00 after expiry Nil
New License Fee Deposit :
Click on New License Fee Deposit sub-menu under Franking Machine. Select the License Type from the drop down. Select Circle from the drop down. Select the corresponding Division from the drop down. Select the corresponding Designated Post Office. Select the corresponding Licensing Authority. Choose 'Yes' if the customer is an existing customer. Enter Customer Code and press F8. Customer details get auto-populated in the respective fields. If the customer is not an existing customer, enter details (Name, Address, Telephone, Mobile, Fax and e-Mail) of the new customer. All the mandatory information need to be updated. Click on Payment or press F12 to proceed and make payment for the transaction.
Recharge Franking Machine License : If User has the CRN/License No., enter the same and press F8. License details will get autopopulated on the screen If User has License identifier, enter the same and press F8. License details will get auto-populated on the screen For Individual and Commercial licenses, enter the recharge amount where the minimum first time recharge amount is Rs. 2000/- and for subsequent recharged the minimum amount is Rs. 1000/- . For Departmental and Departmental (CC) licenses, the minimum recharge amount is Rs. 1/ Click on Payment or press F12 to proceed and make payment for the transaction .
Renew Franking Request : If User has the CRN/License No., enter the same and press F8. License details will get autopopulated on the screen If User has License identifier, enter the same and press F8. License details will get auto-populated on the screen Renew amount is auto-populated as Rs. 375/If renewal is being done within the last month of expiry, additional Rs. 100/- would be charged as fine and amount is auto-populated as Rs. 475/ Click on Payment or press F12 to proceed and make payment for the transaction
Request Status :
Enter the ACG 67 number in the Transaction ID field and press F8 The Customer ID, Customer name and the Request status appears on the screen
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Book Franking Address Change Request :
If User has the CRN/License No., enter the same and press F8. License details will get autopopulated on the screen If User has License identifier, enter the same and press F8. License details will get auto-populated on the screen Select the Reason for Address Change from the dropdown If 'Address Change-Same Licensing Authority & same designated Post Office' is selected, change either Contact Person details, Address and Contact number details or all as requested by the customer If 'Address Change-Same Licensing Authority & Different designated Post Office' is selected, change either the Contact Person details, Address and Contact number details, Designated Post Office or all as requested by the customer Click on Cancel or press F2 to cancel the transaction Click on Reset or press F3 to reset the entered data Click on Submit or press Enter to make payment of full amount in cash Click on Payment or press F12 to proceed for payment and complete the transaction
Franking Machine ( To Book Rebate / Refund ) :
Select the rebate type. If Refund is selected, the select the Refund Reason from the dropdown. If Usage is selected, enter CRN/License No., License Identifier, Old SOM No., Old Ascending Register Reading, New SOM No., New Ascending Register Reading. o Total Consumption gets auto-populated. o Rebate amount gets auto-populated as 3% of the total consumption. If Rebate type is selected as 'Pre Sorting' then enter CRN/License No., License Identifier, New SOM No., New Ascending Register Reading, Mail Value. o Rebate amount gets auto-populated as 2% of the mail value. If Refund type is selected as 'Error Impression' then enter CRN/License No., License Identifier, New SOM No., New Ascending Register Reading, No. of Articles. o Enter the Refund amount manually. If Refund type is selected as 'License Cancellation' then enter CRN/License No., License Identifier. o Enter the Refund amount manually. If Refund type is selected as 'License Not Approved' then enter ACG 67 Receipt No. o Enter the Refund amount manually. Select the mode of payment from the dropdown. Click on Submit or press Enter to submit the rebate/refund request. Click on Cancel or press F2 to cancel the transaction. Rebate/refund request will be passed to Supervisor at the back office for approval. Post approval by Supervisor the request is passed to Treasurer for payment.
Franking Cancel Request :
If User has the CRN/License No., enter the same and press F8. License details will get autopopulated on the screen If User has License identifier, enter the same and press F8. License details will get auto-populated on the screen Select the Cancellation Reason from dropdown
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Press Enter to submit the cancellation request Click on Cancel or press F2 to cancel the transaction Click on Reset or press F3 to reset the entered data Click on Submit or press Enter to make payment of full amount in cash. Click on Payment or press F12 to proceed for payment and complete the transaction
Philately Though philately is a produce sale, separate menu is provided in view of the special requirements of sale only at bureau and authorized counters. When you select the Philately icon in the main page, the next window shows the following options Philately items Sale, PDA account Open, PDA Recharge, PDA Balance Check, PDA Update and PDA Close.
Philately Sale : Click on Philately icon, the next window shows icons of all the philately material available for sale you can search by name select the material Enter quantity Submit and click Payment and on Payment processing deliver the material.
PDA Open : Accounts can be opened using this Please note than after CSI, PDAs will exist only in bureaus; However, New Accounts can be opened from other locations and recharge can be done but supply will be from bureau; PO can open Domestic or International account but International account will be serviced by Mumbai GPO When you click on PDA open, the account opening screen comes up; please note that minimum amount for opening is Rs. 200/-; In this window, enter all details according to Customer’s Request and click Submit. In the next window, enter customer preferences of stamp and stationeries and click Payment; Note down PDA Number.
PDA Recharge : It is used to accept Advance from deposit account holders; Recharge can be done from any CSI POS counter and will be updated in the PDA balance . Enter the PDA Number and press F8 to search for the relevant details. Enter the Recharge amount. Click on Payment.
PDA Balance Check : Enter the PDA Account Number and press F8 to search for the relevant details The Balance details gets displayed.
PDA Update : Enter the PDA Number and press F8 to search for the relevant details All the account details along with the Standing Instructions get displayed on the main and standing instruction screen Update all the relevant details whichever requested by Customer. To update Standing Instruction for that Account, click on Standing Instruction button Current Standing Instruction will display.
PDA Close : Option is used to process payment to customer on the closure of the account . Enter the PDA Number and press F8 to search for the relevant details All the account details along with the Standing Instructions get displayed on the main screen. Select reason for closing the PDA account from the dropdown Enter remarks for closure Enter mode of Refund Click on Submit. After this, Closure process will be processed at Bureau Level and Payment will be made after required Approval.
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Employee Self Service (ESS) and Manager’s Self Service (MSS) The following modules are available in this section :
Leave Management Employee Payments Personal Information APAR
General Workflow : Employee will initiate the process in ESS Manager will complete the process in MSS
Leave Management : This is a sub module in HR which deals with all the functionalities of Absences and Leave of employees. Leave Management is all about applying leaves and approving. Few important points : For the proper working of Leave management, three things are mandatory Post to Post Mapping Leave Quota Leave Quota is of four types Restricted Holidays- 2 days/year Casual Leave - 8 days/year Earned Leave - 15 days/6 months Half Paid Leave - 10 days/6 months Post to Post mapping (Roles involved in Leave Management ) Employee Reporting Authority : Mainly for Charge Report 1st Level Leave Sanction Authority : According to merit of the Leave 2nd Level Leave Sanction Authority : According to merit of the Leave There are other various types of leaves depending upon the cadre of the employee like Paternity leave, Maternity leave, Commuted Leave etc.
Workflow : Apply Leave ( Leave Request) by employee Approval / Reject / Forward by 1st level leave sanction authority Approval / Reject by 2nd level leave sanction authority.
Leave Request Process : First, the employee will raise a Leave Request from the Portal. Few important points These are the steps to do the process: Login to SAP Use T.Code “ZDOP_Main” , press EnterClick on Employee Portal . Log in to the Portal and go to Employee Self Service(ESS) Leave Management Apply Leave o Type of Leave Select from Drop Down o General Data Start Date ( Select date from Calender ) and End Date (Select date from Calendar) Press Enter No of Days will automatically appear o Approver : System will show name of Approver automatically o Reasons: Mention reason. o Emp Leave Address Line1 Enter Details o Emp Leave Address Line2 Enter Details o Substitute’s Address: Applicable only for GDS Employee. o Perm to Leave Head Quarts: Click on check box if applicable.
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Click on Check button to check entry. If the check request is successful, you can submit the form. Click on Send (Upper left Corner) A windows will appear Click on OK. Leave request was sent successfully message will appear. Leave Request will go to First Level Sanctioning Authority. Check Leave Request tab to view the status of Leave (initially it will be Approval awaited). Both approved (if not availed ) and unapproved Leave can be cancelled / deleted . If leave is already approved , then it required approval from Employee: 1stlevel Leave Sanction Authority approvals Employee: 2ndLevel Leave Sanction authority approvals Approved Leave can be cancelled within 30 days of leave start date If leave is Unapproved , it will immediately gets deleted once after Leave request submitted for cancel . Post completion of approvals process, cancelled or deleted leave request gets deleted from Employee ESS queue and the leave requestor gets a notification email.
Note : Based on the nature or type (e.g. CCL, Maternity, Commuted, Paternity, Exol, Special CL etc.) of leave it is mandatory to submit the leave request along with the Attachment. Attachment is such as Medical Certificates, Bond etc. Attachment need to be uploaded while requesting leave or while submitting the Charge report. Process of uploading attachment : Follow the process mentioned above of Leave Request. On completion, Leave Requestor need to select the Attachment tab in the screen. A window will ask for File name, browse the file from local system and upload. Check the entry using Check button and click on Send if OK. Leave Sanctioning authority now can view the attachment in Manager Self Service.
Leave Approval Process : 1st Level Sanction Authority : Supervisor \ Postmaster Casual Leave and Restricted Leaves are approved\rejected by Supervisor \Postmaster All other Leaves are forwarded by Supervisor\Postmaster with proper remarks to 2nd Level Authority. o Login to SAP Use T. Code “ZDOP_Main” , Press Enter Click on Employee Portal . o Log in to the Portal and go to Manager Self Service(MSS) Home Work Task Refresh and open the Employee’s Leave Application Check for Employee Id o For Casual Leave / Restricted Leave application Approve\Reject option will appear (on upper Menu bar). o Else, he/she can Forward the Leave Request to 2nd Level Leave Sanctioning Authority for Approval using Forward option . Also comments may be appended. “Leave request forwarded successfully” message will appear. This message confirms that request has been forwarded successfully to the next level successfully.
2nd Level Sanction Authority : Sr Postmaster / SSP o Login to SAP Use T. Code “ZDOP_Main” , press EnterClick on Employee Portal o Log in to the Portal and go to Manager Self Service Home Work Task Refresh and open the Employee’s Leave Application Check for Employee Id .
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o o
o o
Click on particular request Approve / Reject option will appear on top. Approver can enter approve\reject reasons which will notified to Leave Requestor through email. Leave request can be approved with the below mentioned three option (mandatory). Leave without Substitute (No Substitute) Leave Additional Charge (Additional Charge) Leave with full Substitute (Substitute). Then minimize the current screen and go to Manager Self Service from the same employee id i.e. 2nd level leave sanction authority Go to Leave Management Leave Substitute details.
If Substitute option is opted : Enter the Employee id (Leave Requestor) Click on Search It will display all the applied leaves of Leave Requestor. Click on Display A list employees will appear who can be substituted in place of the employee who is going on leave. You can also see the checkboxes to see whether he\she is on leave or already substituted, etc. If the checkboxes are not checked, you can substitute him. Click on the Substitute where all the checkboxes are blank. A box will appear for entering the date on which he has to be substituted. Enter the date that matches with the leave date. After entering the date, you’ll get the confirmation button, click on confirm for substitution. “Substitutes successfully assigned. Now go to approve screen” message will appear. Then go to Leave Approval Screen. Click on Approve button. “Leave Request was approved with substitutes: “Employee id” and “Leave Request approved successfully” message will appear. If No Substitute is opted : If the Leave request does not require Substitute, then No Substitute option need to be selected. Now this request can directly be approved by Approve button. The following facility is also available from this option : View / Download Holiday Calendar ( both Public Holidays and Restricted Holidays). View Leave Balance Card Charge Report process : Once the request is approved at all levels , the Leave Requestor and the Manager will receive Mail notification. The leave Requestor Supervisor/Manager will initiate the Relinquished Charge Report (RCR) when employee goes on Leave and initiate the Assuming Charge Report when the employee reports back to Manager or comes back from Leave. From Manager’s Self Service (MSS) both process are same.
Reporting Manager’s Role : o o o o o
Login to SAP Use T. Code “ZDOP_Main” , press EnterClick on Employee Portal Log in to the Portal using Manager login and go to Manager Self Service Team Administrative Transfer Charge Report Enter employee id Press Enter All leave records of that employee will appear on screen Select the Row for which the Charge Report to be initiate. Select the Charge report type from Drop Down Click on Submit Charge Report screen will appear. On Charge Report screen, enter,
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o
Employee ( Leave Requestor ) Role : o o o
o
Charge Report To details Relinquished Date Fore Noon or After Noon Click on Submit on Bottom of the Screen. Post submission, the Leave Requestor can access the initiated charge report from ESS Screen.
Login to SAP Use T. Code “ZDOP_Main”, press EnterClick on Employee Portal Log in to the Portal using Employee login and go to Employee Self Service Work Task. Select and click the initiated Charge Report Request. Fill in required information Print the CR Sign it manually Scan and save it on Local System and Upload the same Submit form( If scan is not possible , send it manually as usual) Request goes to Manager’s desk.
Reporting Manager’s Role : o o
Login to SAP Use T. Code “ZDOP_Main” , press Enter Click on Employee Portal Log in to the Portal using Manager login and go to Manager Self Service Work Task Select Request Approve.
Employee Payments :
Salary Statement : To view / Print Pay Slip
IT Declaration : Type of declaration : 80C 80D Enter Document Name, Amount and Upload Attachments. Put Remarks (mandatory) Submit
Loans : To apply for Loans\Advances for Festival , Flood , Scooter , Motor Car , Personal Computer , Cycle , House Building , Pay Advance . Select the Loan type Fill in all mandatory fields (*) Save and Submit.
Form 16 : Select Tax Year and proceed accordingly.
Third Party Contributions : Application to deduct for CGHS , CGEGIS ,LIC , PLI ,Union Subscription and etc.
Advance : For LTC Advance , Travelling , Medical Advance. Fill in all required fields ( at least mandatory fields ) . Submit
Upload Documents for Advances : Select Advance Type , additional fields will appear. Fill in required fields. Scan and Upload requisite documents. Submit
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Upload Documents for Loans : Select Loan Type , enter Request ID , fill in required fields Scan and Upload requisite documents. Submit
LTC Permission Request : Fill in all mandatory fields Submit
Pay Reimbursement : For LTC , Medical , Children Education Allowance (Prior permission is compulsory for LTC) Select Reimbursement Type Fill in all required information Scan and Upload requisite documents. Submit
Leave Encashment : Fill in all required fields. Submit
GPF Subscription : Enter effective Date Enter New Amount Submit ( Request submitted successfully )
GPF Advance / Withdrawal : Employee Role : Select appropriate reason Fill in all required fields Submit ( Request submitted successfully ) Reporting Manager’s Role : Login to SAP Use T. Code “ZDOP_Main” , press Enter Click on Employee Portal Log in to the Portal using Manager login and go to Manager Self Service Work Task Select Request Provide Remarks and Forward the same to Sanctioning Authority (SA) ”Request forwarded successfully” message will appear. Sanctioning Authority’s (SA) Role : Login to SAP Use T. Code “ZDOP_Main” , press Enter Click on Employee Portal Log in to the Portal using Sanctioning Authority login and go to Manager Self Service Work Task Select Request Provide remarks and click on approve button ”Request approved successfully” message will appear.
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Annual Performance Appraisal Rating (APAR) The performance of every Government Servant is assessed annually through assessment report. APAR provides the basic and vital inputs for assessing the performance of an official and his/her advancement in his career. The employee should work at least 90 days in a particular office so as to be able for appraisal . The employee should not have any blood relations in the authorities of APAR. If any, the employee's first level reporting authority will initiate the APAR process and his APAR reporting Authority will continue the process. APAR is a sub module in HR . Workflow ( for Group-C Employees) Initiate Appraisal by Reporting Authority Login to SAP Use T. Code “ZDOP_Main” , press EnterClick on Employee Portal Log in to the Portal using Manager login and go to Manager Self Service APAR Management Initiate Appraisal Documents . Appraisal Year will automatically be populated. Put Appraisal Start Date and End Date Click on Get Appraisal Details . Appraisal Document Details screen appear below Select the Row Click on “Yes, Initiate Objective Setting””Document Initiated Successfully” message will appear. Home WorkTask Press on Refresh button Click on appropriate Row New window for Objective Setting will appear. Objective Setting has Four Parts (Tabs) Write Objectives in Objectives area Click on “Approve Planning” Yes. Now Employee can view the objective sets for him/her in his/her Login. Login to SAP Use T.Code “ZDOP_Main” , press EnterClick on Employee Portal Log in to the Portal and go to Employee Self Service APAR Documents An window will appear Click on the “Appraisal Document Name” column APAR document will appear to view objective. Mid Year Reviewing by Reporting Authority (who initiated the process) Login to SAP Use T.Code “ZDOP_Main” , press EnterClick on Employee Portal Log in to the Portal using Manager login Home WorkTask Press on Refresh button Click on appropriate Row showing Assessment Fresh objective may be set inclusion to previous one in Objective Area (Part I& Part II) Click on Close Review Phase Yes Final Assessment by Reporting Officer Home WorkTask Press on Refresh button Click on appropriate Row showing Assessment for that Employee Part III tab will open automaticallyFill in all field in Assessment of Functional Competency (provide Rating) , Attitude Towards SC/ST (comments), Training (comments) Click on Part IV tab Fill in all mandatory fields Final Numerical grading will appear below Click on radio button “Do you want to share appraisal with Employee” Yes Acceptance / Raising Representation for further review by Employee Log in to the Portal using Employee login and go to HomeWorkTask Click on APAR view Row New window will appear where employee can view his/her APAR Employee can either Close overall Appraisal Process or Initiate Representation (by putting remarks/comments in Representation Remarks Tab) Yes
System will show “End of Appraisal Process” else it will pass on to Reviewing Authority for further Assessment. After due completion of Reviewing Process , it will again appear in Employee Screen and Employee need to close the APAR.
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Finance and Accounts (F&A) [in SAP Environment] Introduction: 1. Presently we are using Meghdoot Treasury software module to record the Financial Transactions of Post Office. Henceforth, in place of Meghdoot Treasury we will use Finance and Accounts [F&A] Module in CSI System. 2. F&A runs on SAP System. It’s an Online Module. So, without connectivity we can’t use it. 3. Finance and Accounts [F&A] records each Financial Transaction of an Office through Double Entry System. 4. We have to follow Accrual Basis of Accounting instead of existing Cash Basis Accounting. 5. No deletion of entry is possible in F&A. [instead Reversal is done to neutralise the wrong entry] 6. For the purpose of doing various Transactions we use different Transaction Code which is called as TCode such as F-02, FB03 etc. T-Codes can be written in any form – in Capital or in Small. 7. Vendor’s Bill is here called as Voucher. 8. User ID will be Employee ID in all CSI Application including this F&A. 9. On entering three times wrong User ID (Employee ID) and Password the User will be locked. 10. Double Entry System: A system where Two Entry is made – One for Debit and another one for Credit against each Transaction. 11. Period: Serial Number assigned to each month of a Financial Year starting from April to March every Financial Year Month April→ May→ June→
12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22.
23. 24.
25.
Period 01 02 03
Month July→ August→ September→
Period 04 05 06
Month October→ November→ December→
Period 07 08 09
Month January→ February→ March→
Period 10 11 12
Company Code: DOPI (Department of Post India) Business Place: For West Bengal Circle [BP03] Currency: Indian Rupee [INR] Each Office will be provided with TWO Codes – a. Cost Centre b. Profit Centre. Cost Centre: Office for which any Expenditure is made. It’s a 10 digit Code for Office ( e.g. 3242620000 for Howrah HO). Profit Centre: Office which is making Payment for any Expenditure. It’s a 10 digit Code for Office e.g. 3242620000 for Howrah HO. Profit & Cost centre of an office is one and same. Fund Centre: The office where budget estimation is done. Plant: HO and CSD / PSD are termed as Plant. A 4 Digits Code is used to identify each Plant [e.g. W741 for Howrah HO] for Material Procurement Process in CSI. Plant ID: 4 digit Codes (for Procurement Process). E.g. W741 for Howrah HO. Plant denotes HO and CSD / PSD only. A General Ledger (GL) is a set of numbered accounts a business uses to keep track of its financial transactions and to prepare financial reports. Each account is a unique record summarizing each type of asset, liability, equity, revenue and expense. A chart of accounts lists all of the accounts in the general ledger, which can number in the thousands for a large business. GL Code: 10 Digit Account Number assigned to each GL Account or Account Head (E.g. 3011861300, 3011571300). GL Account: Account Heads. These Account Heads are also called as GL Account. More than 22,000 GL Account available in DOP CSI. Each GL Account is identified with different Account Number or GL Code. Such as: DOP Cash is a GL Account which is identified with 10 Digit Account Number 4867100010. Similarly, 4867100011 for POS Cash, 4867100030 for ATM Cash etc. Storage Location: Where Stamps, IPOs are stored in an Office for further usage. In case of HO there are Two types of Storages: Treasury Storage - For purpose of storing the entire Main Stock received by HO for its own usage and for supply to its subordinate SOs and BOs.
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Counter Storage – Stock available with the Back Office Supervisor for the purpose of supplying to Counters for sale. 26. Payment Authority: Sl. No. Payment Amount Process to be followed 1. Below Rs.5,000 Direct GL Posting through F-02 2. Rs.5,001 – Rs.25,000 A) Liability / Invoice Creation by F-02 B) Payment by Cash through F-04 C) Payment by Cheque through F-58 and F-53 3. Rs.25,001 – Rs.2,50,000 Through CSI Procurement 4. More than Rs.2,50,000 Through Tender 27. Reversal Authority: The Authority who can do Reversal of any Transaction / Document. This authority is exclusively given to HO. 28. Customer: To whom DOP is providing Goods or Services 29. Vendor: From whom DoP is obtaining any Goods or Services. 30. Simulate: Validation or view of Entries before Posting. 31. Voucher: A Document that contains an amount which is Receivable/Payable by DoP, Date of Transaction etc. 32. Document Number: A Number which is generated after each transaction posted in any GL Account. 33. Amount Payable: An amount that to be paid to a Customer / Vendor 34. Amount Receivable: An amount that to be received from a Customer / Vendor 35. Reversal: A process with which the effect of a wrong entry is offset. 36. One Time Customer GL: A pre-configured GL Account that can be used for making or receiving any payment from a Customer 37. Liability: A Financial Responsibility or Accountability on the part of DoP that to be recorded as soon as a transaction takes place. Invoice / Bill: A document with details of amount receivable from a Customer and other related particulars
Note: After Simulation of any Voucher Posting if found error then (Check Details – if error – blue font entry will be displayed - can be modified if required by clicking concerned blue line which will open detail window of that concerned transaction – Make proper modifications then - Back Document Menu Simulate option)
Log In into F&A – Double Click on ‘SAP Log on’ Double Click on ECT connection [** in Production Server it will be ECP] Enter User ID: Put the ‘EMPLOYEE ID’ → Tab Password: Put the ‘PASSWORD’→ Press ENTER key
SIGNS in SAP Signs Right Tickmark Cross Mark Floppy Disk Image Spectacles / Pencil Image Dustbin Image Blank Page Image Back Arrow << Up Arrow ^ Overlapping Box
Function Keys Description / Action Continue / Enter Close / Cancel Save / Post / Park Edit Delete New Back Exit Search
Function Key F1 F4 F5 F8 F9 F12
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Description Help Search Refresh Execute Simulate Cancel
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For Cash Voucher Payment (Applicable to CASH PAYMENT of below Rs.5000)
T -Code: F-02 → Press Enter [T-Code to be entered in the Box situated at Upper Left side of Tool Bar]
Document Date: Enter the Date [Format: dd.mm.yyyy] of Document. Alternatively, the Date can be selected from the Searcher. Posting Date: Current Date will be available as Posting Date. Posting Date is always the current System Date. Type: SK - Cash Document [Click on Searcher Icon and select SK]. Company Code: DOPI – Department of Post India [Click on Searcher Icon and select DOPI]. Period: Month Code of the Financial Year; e.g.:11 for February [Seethe Table Above]. Currency/Rate: INR – Indian Rupee [Click on Searcher Icon and select INR]. Doc. Header Text: Short Particulars about the Voucher Payment. First Line Item: PstKy: 40 - Debit Entry Account: Click on Searcher Icon and select the appropriate 10 Digit GL Account from the List for related Expenditure (e.g. 3020831300 for Electricity Expenses for Existing POs). For Expenditure GL Account must be started with ‘3’. Press Enter key. Another window comes. Amount: Enter Amount. Tax Code: Select applicable Tax Code (E.g.:V0 for Nil Tax). Cost Centre: Put Cost Centre [e.g.: 3242510100 for Amta SO]. Select Tick Mark or Press Enter. Next Line Item: PstKy: 50 - Credit Entry Account: Write Head of Account 4867100010 for ‘DOP Cash’. Press Enter. Another window comes. Amount: Write down the Amount [* mark may be used here]. Profit Centre: Put Profit Centre [e.g.: 3242510100 for Amta SO]. Press Enter. Click Document menu at top. Click Simulate option. Simulation Screen will appear. Here, the Debit and Credit Entries against corresponding GL Account with Amount will appear for view and confirmation. Click Save Button for Posting of that particular Voucher. Document Number will appear at the Bottom of the Screen. Double Click on the ‘Document Number’ to make it Maximize. Note the Document Number carefully on the concerned Voucher.
NOTE: For Branch Office Transactions concerned SO will follow the above process using the respective Cost Centre – Profit Centre applicable to the concerned Branch Office.
For View or Display Document Details T-Code: FB03
Document Number: Put Document Number → Press ENTER. ‘Document Details’ will be displayed.
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To View Forgotten Document Number T-Code: FB03
Click on ‘Document List’ Button on Top. Company Code: DOPI. Fiscal Year: 2017. Document Type: e.g. SK (for document type). Posting Date: Put if known. Tick [ ]Own Documents Only. Click EXECUTE Button at top or F8. ‘Document Number’ will appear. To View the Details– Double Click on the Document Number.
For Reversal Of Document T-Code: FB08 Enter ‘Document Number’. Company Code: DOPI. Fiscal Year: 2017. Reversal Reason: ‘01 – Reversal in Current Period’ [Click on Searcher Icon and select]. Click on Save Button to Post. The Selected Transaction against that Document Number will be automatically reversed.
To View TCB Or Day Wise GL Balance Report T Code: ZFBL3N GL Account: Select the Account Head e.g. 4867100010 for DOP Cash. Profit Center: Select e.g. 3242510100 for Amta SO. Posting Date: [Already Available]. Click Execute Button at Top or F8. Purpose: View Date Wise Opening and Closing Balance of particular GL Account along with Receipts and Payments transactions of an Office.
To View Daily Account Report or Day Wise Report T Code: ZRFR_DAY_NEW
Profit Center: Select e.g. 3242510100 for Amta SO. Date: Enter Date. Click on Print Preview [for Display on Screen]. Click EXECUTE Button at top or F8. Click on Print Preview [for Display on Screen]. Daily Account Report will be generated.
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Cash Request from SO / HO to Cash Office Process Flow: I. Cash Request Raised by SO/HO Treasurer. II. Approval of cash request by Requesting SO/HO Postmaster. III. Approval or Edit (change of amount) by it’s Cash Office Postmaster. IV. Posting by Cash Office Treasurer. V. Preparation of Cash Denomination by Cash Office Treasurer. VI. Acknowledgment of Cash by SO/HO Treasurer on receiving the Cash. I. Request Raised by SO/HO Treasurer T Code: ZFFV50
Amount: Put the required Amount. Select Cash Request Radio Button. Click on Enter Button. Click Save Button at below. Requesting Document Number will be generated and note it down.
II. Approve by Requesting SO/HO Postmaster
T Code: SBWP
Click on Inbox. Click on Workflow. Select the Requesting Document Number and Double Click to Open. Check and click Release Button on top. Enter Confirmation Message in Remarks and Text Box both and Click Continue [ ]Button.
III. Approve or Edit by Cash Office Postmaster T Code : SBWP or Click ‘Business Workplace’ Icon.
Click on Inbox. Click on Workflow. Select the Requesting Document Number and Double Click to Open. If Editing is Required to Reduce the Amount Double Click on ‘Parked Document Number’ from the List, again Double Click both Debit and Credit entries and put the revised Reduced amount, Click Save and in Text Box: Write OK then Click Continue [ ] Button. Enter Remarks in Reference Box. Check and click on Save Button on top. Enter Confirmation Message in Text Box and Click Continue [ ] Button.
IV. Posting by Cash Office Treasurer T Code : SBWP or Click ‘Business Workplace’ Icon. Click on Inbox. Click on Workflow.
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Select the Requesting Document Number and Click on Parked Document Number at Below to view the Details of Cash Request. Click on Back Button. Double Click on the Requesting Document Number. Click on Post Document Button. Here a new document number will generate against the Requesting Document Number. But that ‘new document number’ will not be displayed here. To Find Out the New Document Number Method-1:
T-Code: ZFBL3N : View TCB or Day wise GL Balance Report and find the New Document Number in Document Number Column of TCB against respective Remittance. Method-2:
T-Code: ZFI_CASHTRANSFER
Company Code: DOPI. Profit Centre: Profit Centre Code of the Cash Office. Circle: Select Circle Code from Searcher. Document Date: Posting date by Cash Officer Treasurer. Click Execute button. Double Click on the respective Remittance Row and find the New Document Number on top left and note it down.
V. Preparation of Cash Denomination by Cash Office Treasurer T-Code: ZFI_CASHDENO
VI.
Enter new document numberl Fiscal Year: 2017l Enter Denomination Detailsl Enter Weight of Cash Bag with Unit of Measurement [Kg/gm]l Enter Document Detailsl Click Execute. A Cash Remittance Memo will generate. Save and Print the Memo.
Acknowledge of Cash by SO/HO Treasurer on receiving the Cash T-Code: SBWP or Click ‘Business Workplace’ Icon
Click on Inbox. Click on Workflow. Select the Requesting Document Number and Double Click to Open. Click Post Button on top and Continue [ ]. Click on Complete Work Item Button. View TCB or Day wise GL Balance Report [T-Code: ZFBL3N] to confirm the receipt of Cash from Cash Office.
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Cash Request from BO to Cash Office (CO) Process Flow: I.
Request Raised by SO/CO Treasurer on behalf of BO by using concerned BO Profit Centre.
II.
Approval of request by SO/CO Postmaster of that concerned BO. [Change/modification of the requested amount by SO Postmaster of that concerned BO cannot be done. SO Postmaster can Reject the Request in case of wrong entry].
III.
Posting of Document by SO/Cash Office Treasurer remitting cash to BO.
IV.
Preparation of Cash Denomination by SO/Cash Office Treasurer remitting cash to BO.
V.
Acknowledge of Cash by SO/CO Treasurer on receiving the Cash on behalf of BO. Procedure is same as cash request to HO/CO
Excess Cash Remittance to Cash Office/HO by SO/HO Process Flow: I.
Remittance Request Raised by SO/HO Treasurer.
II.
Approval of Remittance by Requesting SO/HO Postmaster.
III.
Preparation of Cash Denomination by SO/HO Treasurer as per Remittance Request.
IV.
Acknowledgment of Remittance by Cash Office/HO Treasurer on receiving the Cash.
I. Remittance Request Raised by SO/HO Treasurer T-Code: ZFFV50
II.
Amount: Put the required Amount. Select Excess Cash Transfer Radio Button. Click on Enter Button. Click Save Button at below. Remittance Document Number will be generated and note it down.
Approval of Remittance Request by SO/HO Postmaster T-Code: SBWP or Click ‘Business Workplace’ Icon.
Click on Inbox. Click on Workflow. Select the Remittance Document Number and Double Click to Open. Check and click Release Button on top. Enter Confirmation Message in Remarks and Text Box both and Continue [ ]
III. Preparation of Cash Denomination by SO/HO Treasurer T-Code: ZFI_CASHDENO
Enter Document Number generated during Requesting of Excess Cash Remittance Fiscal Year: 2017 Enter Denomination Details Enter Weight of Cash Bag with Unit of Measurement [Kg/gm]
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Enter Document Details Click Execute. A Cash Remittance Memo will generate. Save and Print the Memo of Remittance.
IV. Acknowledge of Cash by Cash Officer Treasurer on receiving the Cash T-Code: SBWP or Click ‘Business Workplace’ Icon
Click on Inbox. Click on Workflow. Select the Remittance Document Number and Double Click to Open. Click Post Button on top and Continue [ ]. Click on Complete Work Item Button.
View TCB or Day wise GL Balance Report [T-Code: ZFBL3N] to confirm the receipt of Cash from Cash Office.
Excess Cash Remittance to Cash Office by BO Process Flow: I.
Remittance Request Raised by SO Treasurer on behalf of BO by using concerned BO Profit Centre.
II.
Approval of Remittance by SO Postmaster of that concerned BO.
III.
Preparation of Cash Denomination by SO/Cash Office Treasurer on behalf of BO.
IV.
Acknowledgment of Remittance by SO/Cash Office Treasurer on receiving the Cash from BO. Procedure is same as excess cash remittance to HO/CO
Cash Withdrawal from Bank by SO/HO Process Flow: I.
Request Raised by SO/HO Treasurer.
II.
Approval of request by Requesting SO/HO Postmaster.
III.
Preparation of Cheque by SO/HO Treasurer.
I. Request Raised by SO/HO Treasurer *In Training Environment: Only HO is authorised to make Withdrawal from Bank.
T-Code : ZFFV50
Amount: Put the required Amount. Select Cash Withdrawal from Bank Radio Button. Click on Enter Button. Click Save Button at below. Requesting Document Number will be generated and note it down.
II. Approve by Requesting SO/HO Postmaster
T-Code: SBWP or Click ‘Business Workplace’ Icon. Click on Inbox. Click on Workflow.
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Select the Requesting Document Number and Double Click to Open. Type Confirmation Message in Reference Box. Check and click Save Button on top. III.
Preparation of Postmaster’s Cheque by SO/HO Treasurer T-Code: FCH5
Payment Document No.: Cash Withdrawal Requesting Document No. Paying Company Code: DOPI. Fiscal Year: 2017. House Bank: Select the House Bank Code from the Searcher[e.g.: in Training use KA102]. Account ID: Drawing Bank Account Number [e.g.: in Training useD0001]. Check Number: Select the Last Used Cheque No. from the displayed List using the Searcher and then Advance the Cheque Number to next Number. Click Save. Payee Name: Postmaster of the Drawing Office [e.g.: Senior Postmaster, Midnapore Head Office] City: Enter City Name. Country: IN. Click Save. Message will appear that, Cheque No. … Created Manually.
Cash Remittance to Bank by SO/HO Process Flow: I.
Request Raised by SO/HO Treasurer.
II.
Preparation of ACG-11 by SO/HO Treasurer.
III.
Approve by SO/HO Postmaster.
I. Request Raised by SO/HO Treasurer *In Training Environment: Only HO is authorised to remit cash to Bank.
T-Code: ZFFV50 II.
Amount: Put the required Amount. Select Cash Remittance to Bank Radio Button. Click on Enter Button. Click Save Button at below. Requesting Document Number will be generated and note it down.
Prepararation of ACG-11 for Cash Remittance to Bank T-Code: ZMEMO_REMIT
Document Number: Requesting Document Number. Fiscal Year: 2017. Profit Centre: Profit Centre Code of the Remitting SO/HO. Name of the Bank: Bank Name. Bank Branch At: Bank Branch Name. Dated: Requesting Document Date. Enter the Details of Remittance. Execute.
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III. Approve by Remitting SO/HO Postmaster
T-Code: SBWP Click ‘Business Workplace’ Icon
Click on Inbox Click on Workflow Select the Remitting Document Number and Double Click to Open Type Confirmation Message in Reference Box Save on top.
Cheque Request to HO – From SOs [Non-Cheque Drawing] for SB / PLI Payment Process Flow: a) Liability Creation at SO b) Cheque Request Workflow Initiation by SO Treasurer c) Cheque Request Approved by SO Postmaster d) SO Cheque Request Approved by HO Treasurer e) Preparation of Postmaster’s Cheque by HO Treasurer f) Postmaster’s Cheque Issued by HO acknowledged by SO Treasurer
For Liability Creation T-Code: F-02 → Press ENTER
Document Date: Enter the Date of Document Posting Date: Current Date will be available as Posting Date Type:PB – Postal Banking for SB / PL – Postal Life Ins. for PLI [Click on Searcher Icon and select] Company Code: DOPI – Department of Post India [Click on Searcher Icon and select DOPI] Period: Month Code of the Financial Year [See Table Above] Currency/Rate: INR – Indian Rupee [Click on Searcher Icon and select INR] Doc. Header Text: Short Particulars about the Liability Details First Line Item: PstKy :40 - Debit Entry Account: Click on Searcher Icon and select the appropriate GL Account from the List for related SB Payment Principal Value (e.g. 4800200170 for 5 Year NSC). → ENTER Amount: Enter Amount Click ‘More’ Profit Centre: Put Profit Centre [Eg.: 3242510100 for Amta SO]→ Select Tick Mark orPress ENTER Next Line Item: PstKy: 40 - Debit Entry Account: Click on Searcher Icon and select the appropriate GL Account from the List for related SB Payment Interest Amount (e.g. 4800800200 for 5 Year NSC Interest). → ENTER Amount: Enter Amount Click ‘More’ Profit Centre: Put Profit Centre [Eg.: 3242510100 for Amta SO]→ Select Tick Mark orPress ENTER Next Line Item: PstKy: 11 - Credit Memo Account: Write Head of Account 7000000372 for ‘PBS One Time Customer / 7000000414 for PLI One Time Customer’ for West Bengal→ ENTER Write down the Customer’s Name, City and PIN Code → ENTER Amount: Write down the Cumulative Amount [Eg.: 5 Year NSC Principal + Interest]
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Document Simulate Simulation Screen will appear. Here, the Debit and Credit Entries against corresponding GL Account with Amount will appear for view and confirmation Click Save Button for Creation of Liability. Document Number will appear at the Bottom of the Screen. Note the Document Number carefully.
Cheque Request Workflow Initiation by SO Treasurer T-Code: ZF110 → Press ENTER
Customer: One Time PBS / PLI Customer’s Account Number Fiscal Year: 2017 Document Number: Document Number generated during Liability Creation Click ‘Display Document’ Check the Details Back Click ‘Submit Request’ Workflow will be initiated Successfully → Con nue
Approve by Requesting SO Postmaster T-Code: SBWP → Press ENTER
Click on Inbox Click on Workflow Select the Requesting Document Number and Double Click onParked Document below to check the details Again, Double Click on Requesting Document Number Click on Approve Button.
Approve by Cheque Drawing HO Treasurer T-Code: SBWP →Press ENTER
Click on Inbox Click on Workflow Select the Requesting Document Number and Double Click on Parked Document below to check the details Again, Double Click on Requesting Document Number Click on Approve Button.
To Find Out the New Document Number: T-Code: FBL5N →Press ENTER
Customer account: Customer’s Account Number Click on Cleared Items Radio Button → Clearing Date Execute Find the New Document Number generated against Cheque Requesting Document Number
Preparation of Postmaster’s Cheque by HO Treasurer T-Code: FCH5 → Press ENTER
Payment Document No.: Cheque Request Approval Document No. against Liability of SO
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Paying Company Code: DOPI Fiscal Year: 2017 House Bank: Select the House Bank Code from the Searcher Account ID: Drawing Bank Account Number Check Number: Select the Last Used Cheque No. from the displayed List using the Searcher and then Advance the Cheque Number to next Number Save Payee Name: Postmaster of the Drawing Office City: City Name Country: IN Message will appear that, Cheque No. … Created Successfully.
Acknowledge by SO Treasurer T-Code: SBWP → Press ENTER
Click on Inbox Click on Workflow Select the ‘Please confirm the receipt of Cheque for …’ and Double Click on Requesting Document Number below to check the details Again, Double Click on Please confirm the receipt of Cheque for …’ A message ‘Document … was posted in company code DOPI’ will be displayed.
NOTE: 1. Acknowledgement of HO Cheque to be done by the SO Treasurer on that day on which the Cheque will be handed over to the Customer concerned. 2. Any Savings Bank or PLI Payment made by Cheque NOT TO BE INCLUDED IN EXCEL SHEET UPLOAD PROCESS
Cheque Request from HO Counter for SB / PLI Payment Process Flow: a) Liability Creation at HO Counter b) Payment through Postmaster’s Cheque by HO Treasurer For Liability Creation Follow the process given above. In case of Profit Centre mention HO Profit Centre Code. Payment through Postmaster’s Cheque by HO Treasurer T-Code: F-58 → Press ENTER
Company Code: DOPI Payment method: ‘C’ for Cheque House Bank: Select the House Bank Code from the Searcher Check lot number: Select the Last Used Cheque No. from the displayed List using the Searcher Printer for forms: FRONTEND Click Enter Payments Type: Select ‘DZ’ from the Searcher for ‘Customer Payment’ Amount: Put the Amount Customer: One Time Customer’s Account Number Additional selections: Others Radio Button
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Click Process Open Items Put Document Number at From Column Click Process Open Item Click Document → Simulate It will show at bottom as ‘Correct the marked line item’. Double Click on Blue Entry in Simulation Profit Centre: Put Profit Centre Code Click Document → Simulate Check the Double Entry Click Save / Post button on top Menu Bar A message will appear that ‘Document No. … was posted in company code DOPI’ → Continue Click on Cheque (Outgoing) Tick Check Box beside ECTunder System Click on the icon below Type Heading The details of Cheque Drawn will be displayed.
NOTE: Any Savings Bank or PLI Payment made by Cheque NOT TO BE INCLUDED IN EXCEL SHEET UPLOAD PROCESS
Reversal of Cheque payment Step I: In case of SO:SO Treasurer will acknowledge the Cheque sent by HO and will return the Cheque back to HO Treasurer MANUALLY. In case of HO: HO Counter will return the Cheque back to HO Treasurer MANUALLY. Step II - By HO Treasurer – Reversal of Cheque Already Drawn
T-Code: FBRA → Press ENTER
Clearing Document: Put the clearing document number i.e. posting doc. No. Company Code: DOPI Fiscal year: 2017 Click Save button Select Only Resetting button. Clearing Document No.…. reset message will be displayed.
Step III - By HO Treasurer – Reversal of Document
T-Code: FB08 → Press ENTER
Enter ‘Clearing Document Number’ Company Code: DOPI Fiscal Year: 2017 Reversal Reason: ‘01 – Reversal in Current Period’ [Click on Searcher Icon and select] Void reason code: ’09 – Reversed check payment’ Click Post button. The ‘Document Number …. Was posted in company code DOPI’ will be shown.
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Step IV - By HO Treasurer – Reversal of Liability
T-Code: FB08 → Press ENTER
Enter ‘Liability Creation Document Number’ Company Code: DOPI Fiscal Year: 2017 Reversal Reason: ‘01 – Reversal in Current Period’ [Click on Searcher Icon and select] Post The ‘Document Number …. Was posted in company code DOPI’ will be shown.
ATM Cash Loading Transaction Entry in F&A Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure:
T-Code: F-02
Document Date: Date of Cash Loading into ATM Posting Date: Current Date Type: SA – G/L Account Document Doc. Header Text: ATM Cash Loading First Line Item: o PstKy: 40 - Debit Entry o Account:4878200130 – POR Bangalore. o Press Enter key. Amount: Enter Amount o Click ‘More’ o Profit Centre: Put Profit Centre [Eg.: 3242510100 for Amta SO]→ Select Tick Mark or Press Enter key. Next Line Item: o PstKy: 50 - Credit Entry o Account: Write Head of Account 4867100010 for ‘DOP Cash’ → Press Enter key. Amount: Write down the Amount. Profit Centre: Put Profit Centre [Eg.: 3242510100 for Amta SO]→ Press ENTER Click Document Simulate. Simulation Screen will appear. Here, the Debit and Credit Entries against corresponding GL Account with Amount will appear for view and confirmation Click Save Button. Document Number will appear at the Bottom of the Screen. Note the Document Number carefully.
Advance Expenses prior to Sanction and its Adjustment Later Step I: Making Expenses with Advance before Sanction Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SK 40 [Debit] – Advance GL Account related to Expenses Cost Centre: Cost Centre of the Office for which Expenses is done Profit Centre: Office from where payment is done o [Credit] – DOP Cash4867100010
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Step II: Adjustment of earlier Advance Payment after Sanction When entire Advance Amount was fully utilised for the Expenses: Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] – Corresponding Expenditure GL Cost Centre: Cost Centre of that Office for which Expenses is done Profit Centre:Profit Centre of that Office from where payment is done o [Credit] – Advance GL Account related to Expenses When Advance Amount was partially utilised and remaining Amount was refunded after making the Expenses: Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] – Corresponding Expenditure GL Code (Amount Utilised) 40 [Debit] – DOP Cash GL Code (Amount Refunded) Cost Centre: Cost Centre of that Office for which Expenses is done Profit Centre:Profit Centre of that Office from where payment is done o [Credit] – Advance GL Account related to Expenses (Entire Advance Amount taken)
Cheque Clearing – Outward When Cheques received from CBS SO and HO Counter and send for Clearance - Step I: Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] –4878200070 for ‘DOPI POR Chennai’ – Total Cheque Amount including PBS and PLI sent for Clearance [Credit] –7000000372 for ‘PBS One Time Customer’ – Total Savings Cheque Amount sent for Clearance OR/AND –7000000414 for ‘PLI One Time Customer’ – Total PLI Cheque Amount sent for Clearance
On Realisation of Outward Clearance - Step II: Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] –7000000372 for ‘PBS One Time Customer’ – Total Savings Cheque Amount sent for Clearance OR/AND –7000000414 for ‘PLI One Time Customer’ – Total PLI Cheque Amount sent for Clearance [Credit] –Respective SB Scheme GL (against which scheme the Cheques were deposited) viz. SB Deposit GL, RD Deposit GL etc.
When Cheques received from Non CSI SO and send for Clearance by HO Step – I: Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02]
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Document Type: SA 40 [Debit] – 7000000372 for ‘PBS One Time Customer’ – Total Savings Cheque Amount sent for Clearance OR/AND –7000000414 for ‘PLI One Time Customer’ – Total PLI Cheque Amount sent for Clearance [Credit] – 8878200010‘RSAO Postal Remittances’ – Total Cheque Amount including PBS and PLI sent for Clearance
On Realisation of Outward Clearance Step II: Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] –4878200070 for ‘DOPI POR Chennai’ – Total Cheque Amount including PBS and PLI sent for Clearance [Credit] –7000000372 for ‘PBS One Time Customer’ – Total Savings Cheque Amount sent for Clearance OR/AND –7000000414 for ‘PLI One Time Customer’ – Total PLI Cheque Amount sent for Clearance
Cheque Clearing - Inward When Cheques received for Clearance Confirmation at HO related to CSI SOs Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] –Respective SB Scheme GL (against which scheme the Cheques were deposited) viz. SB Deposit GL, RD Deposit GL etc. [Credit] –8878200070 for ‘DOPI POR Chennai’ – Total Cheque Amount received for Clearance
When Cheques received of Non CSI SO and Inward Clearance at HO Follow the Cash Voucher Payment procedure through F-02 already stated earlier. Only following modifications need to be done in F-02 procedure: [T-Code: F-02] Document Type: SA 40 [Debit] –8878200010‘RSAO Postal Remittances’ – Total Cheque Amount received for Clearance against Non CSI SOs [Credit] –8878200070 for ‘DOPI POR Chennai’ – Total Cheque Amount received for Clearance
NEFT Payment T-Code: F-53
Document Date: Liability Preparation Document Date Posting Date: Date of Payment Type: KZ Company Code: DOPI Currency: INR
Under Bank Data Account: Drawing Bank Account GL Code Profit Centre: Profit Centre of the Payment Office Amount: Vendor’s due Amount Text: NEFT UTR Number Assignment: Cheque Number
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Under Open Item Selection Account: Vendor’s Account Number Account Type: K Under Additional Selection Select Document Number Radio Button Click Process Open Items Put Document No. [Liability Preparation Document No.] against Document Number Click Process Open Items Click ‘Back Button’
Under Other Line Items
PstKy: 40 Account: Bank Charges GL Account Number → ENTER Amount: Bank’s Charges for NEFT Transaction Cost Centre: Cost Centre of the Office against which Vendor’s Liability was created
Next Line Items PstKy: 50 Account: Drawing Bank Account GL Code → ENTER Amount: Bank’s Charges for NEFT Transaction Profit Centre: Profit Centre of the Office making payment Document → Simulate Save and Note down the Document Number. Then prepare Cheque Manually in favour of Bank, including Vendor’s Due Amount and Bank Charges, using T-Code: FCH5 as stated earlier.
Uploading of Savings Bank and PLI Transactions Performed at POS Counter 1. Consolidate all Savings Bank / PLI Transactions [Receipts or Payments] item wise. 2. For each Receipt and Payment a Double Line Entries to be made in already provided Excel Sheet – one Line for Debit and one Line for Credit. 3. In case of each Receipt Entries – DEBIT the POS Cash GL and CREDIT the appropriate Receipt Head GL with same amount. 4. In case of each Payment Entries – DEBIT the appropriate Payment Head GL and CREDIT the POS Cash GL with same amount. 5. Branch Offices will forward their vouchers to attached SO and that concerned SO will incorporate those records into their SO Excel Sheet using respective Cost and Profit Centre applicable to that Branch Office. 6. After making above given entries in the given Excel Sheet SELECT & COPY the Data of entire Receipts and Payments Transactions on that particular day. 7. Paste the copied Excel Data into a Note Pad and SAVE. 8. T-Code: ZBF07 → ENTER. 9. File Name: Click on Searcher and select the already saved File in Note Pad. 10. Select Background Radio Button. 11. Execute. 12. Document Numbers of all posted item will be displayed against individual Receipt and Payment Transactions. 13. View Daily Account to check the posted Transactions.
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Vendor Payment Process Flow:
a) View the amount due / payable to the Vendor b) Payment to the Vendor – a. By Cash b. By Cheque View the Amount Due / Payable to the Vendor T-Code: FBL1N
Vendor Account: Put Vendor Account Number Select Open Item Radio Button Open at Key Date: Put Liability Preparation Document Date Execute The list of Due Amount with Document No. &Date will appear. Confirm the payment is still due of that Vendor. Beside each line there is a Red Circle Mark - indicates that the bill is due for payment to the Vendor.
Payment to the Registered Vendor By Cash
T-Code: F-04 Document Date: Liability Preparation Document Date Posting Date: Date of Payment Type: SK Company Code: DOPI Currency: INR
Under Transaction to be Processed Select Outgoing Payment Radio Button First Line Item: PstKy: 50 - Credit Entry Account: Write Head of Account 4867100010 for ‘DOP Cash’ → ENTER Amount: Write down the Amount Profit Centre: Put Profit Centre [Eg.: 3242510100 for Amta SO]→ ENTER Click Process Open Items button Under Open Item Selection Account: Vendor Account Number Account Type: K [for Vendors] Under Additional Selections Select Document Number Radio Button Click Process Open Items Button Put Document No. [Liability Preparation Document No.] against Document Number Click Process Open Items Click Document → Simulate Post and Note down the Document Number
By Cheque Follow the process of Payment through Postmaster’s Cheque by HO Treasurer [T-Code: F-58] stated earlier. Only following modifications need to be done:
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Document Type: KZ(Vendor Payment) Under Payee option Vendor: Vendor’s Account number Payee: Vendor’s Name
Receive Payments from the Registered Customer Process Flow: 1. View the amount Receivable from the Customer 2. Receive from the Customer – a. By Cash b. By Cheque View the Amount Receivable from the Customer [ T-Code: FBL5N] TCode: FBL5N Customer Account: Put Customer Account Number Select Open Item Radio Button Open at Key Date: Put Invoice Preparation Document Date Execute The list of Receivable Amount with Document No. & Date will appear. Confirm the payment is still yet to be received from the Customer. Beside each line there is a Red Circle Mark - indicates that the bill is still receivable from the Customer.
By Cash T Code: F-04
Document Date: Invoice Preparation Document Date Posting Date: Date of Payment Type: SK Period: 11 Company Code: DOPI Currency: INR
Under Transaction to be Processed
Select Incoming Payment Radio Button First Line Item: PstKy: 40 -Debit Entry Account: Write Head of Account 4867100010 for ‘DOP Cash’ → ENTER Amount: Write down the Amount Profit Centre: Put Profit Centre [Eg.: 3242510100 for Amta SO]→ ENTER Click Process Open Items button
Under Open Item Selection
Account: Customer Account Number Account Type: D [for Customers]
Under Additional Selections
Select Document Number Radio Button Click Process Open Items Button Put Document No. [Invoice Preparation Document No.] against Document Number Click Process Open Items Click Document → Simulate Post and Note down the Document Number
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By Cheque T-Code: F-28
Document Date: Date of Preparation of Invoice
Posting Date: Date of Payment
Type: Select ‘DZ’ from the Searcher for ‘Customer Payment’ Company Code: DOPI Currency: INR
Under Bank Data
Account: Remittance Bank Account GL Code Profit Centre: Profit Centre of the Receiving Office Amount: Customer’s Invoice Amount
Under Open Item Selection
Account: Customer’s Account Number Account Type: D
Under Additional Selection
Select Document Number Radio Button Click Process Open Items Put Document No. [Invoice Document No.] against Document Number Click Process Open Items Click Document → Simulate Save and Note down the Document Number.
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MATERIAL MANAGEMENT Stamps, stationery and IPO are held as inventory in CSI. Inventory handling and transfer between offices is invoiced through SAP. HPO is known as PLANT with a plant ID; SOs, HO counters and BOs are called storage locations. For the purpose of identification, each item of inventory is given a material code. The process of handling inventory on various occasions at the HO and SO are explained below –
Request of Inventory from HO to CSD / PSD or Creation of Purchase Order. Stock Receipt at HO from CSD / PSD. Stock Transfer to HO Back Office (BO) Supervisor. Stock Acknowledge by HO Back Office (BO) Supervisor. Stock Transfer to SO. Stock Acknowledge by SO. Stock Transfer to BO by SO. BO Stock Acknowledge by SO on behalf of BO. Stock Report. Request of Inventory from HO to CSD / PSD By HO Treasurer (CSD/PSD is in CSI Platform)
Stamp and Stationary requisition of HO is sent to CSD/PSD.
T-Code: ME21N From Drop Down List (order type) select ‘StkTran_In CSD CIR’ – ZST. Supplying Plant: Type CSD and Press ENTER. List of CSD will show. Select from the list. [e.g. : KOCI – for CSD, Bangalore]. Select the Supplying CSD Office Name. Purch. Org.: DOPI. Purch. Group: Select ‘146’ i.e. ‘Head Office to CSD’ from List using searcher or type it. Material: Write down the name of item and and press ENTER and select the item from the displayed List. Searcher can also be used. Use * marks at end and at beginning of the material. [OR Write down the few letters of the name of the item and click on Searcher and select the item from the displayed List] PO Quantity: Write the number of quantity required. OUn: Select Each (EA) or Sheet(SH) [as applicable] from the List and Press ENTER. Plnt: Select HO name from the list. Type few letters of the HO name and press enter. Select. Click Purchase Order Menu at Top. Click Check. If no problem is there ‘No Message Issued during Check’ will be displayed. Click Save button. Stock Request Number [e.g. 5700005792] will be created immediately.
Printing of Stock Request Document T-Code: ME23N Stock Receipt at HO from CSD / PSD by HO Treasurer T-Code: MIGO
From Drop Down List select ‘A01 – Goods Receipt’. Movement type - 101 Enter the ‘Stock Request Number/purchase order no’ beside the field of Purchase Order Document Date: Date on which CSD/PSD had prepared the List
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Delivery Note: Goods Issue Document Number as received from CSD/PSD Header Text: Enter Remarks Select the Single Item row of supplied Stock against each selected Item. Go to ‘Quantity’ Tab at below and enter Actual Quantity received Go to ‘Where’ Tab, Storage Location: Select ‘TR01-Treasury Storage’ from Searcher Goods Recipient: Employee ID of who is receiving the Stock Text: Write ‘Material Invoice Number’ as received from CSD Click Check button. “The document is ok” message will come – Click Post. Document no will generate.
For Stock Receipt at CSI HO while CSD is running in Non-CSI Environment - by HO TR T-Code: MIGO
Trans/Event : A01-Goods Receipt and R10-Others. RE for complimentary box should show 952. Material Slip: Enter information received from PSD/CSD. Doc Header Text : Write remarks such as “ Received from CSD” Material TAB – Enter the material name [ enter first few letters of the material and press enter or search it from searcher and select.] Click Quantity TAB – Enter Quantity as received from PSD/CSD. Click Where TAB – Enter Plant ID (HO name). [enter first few letter of HO and press enter then select from the list]. Enter Storage Location here. Click searcher and Select TR01. Click Partner TAB – Enter Customer. Type CSD and press enter. Select CSD name here. [ e.g. CSD, Bangalore – ZKOC1]. Click Account Assignment TAB – Enter Cost Centre of HO. To add other materials click Next item icon (2nd icon at bottom left). Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
Check Stamp Balance T. Code : MB52 Enter Material. Click Searcher and enter the material name prefixed and suffixed by *. Then select from the list. [ e.g for searching Mother Teresa stamp - *mother*] Plant : Head office ID Storage Location: May be given also. e.g TR01, SO01, BO11 etc. Click Execute. This procedure may be used as and when stock is transfer.
Stock Transfer to HO Back Office (POS-BO) Supervisor – by HO Treasurer T-Code: MIGO
Trans./Event : From Drop Down List select ‘A09 - Remove from Storage’ Reference Document: R-10 – Other TF rem. Fm str to loc. To pl: check the ‘Movement Type’ is showing 313. Doc. Header Text: Enter Remarks for Supply to HO BO Transfer Posting TAB Material: Search and select Name of Stock i.e. Stamp Name
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Plant: Search Plant ID. Type few letters of HO name and press enter. Select HO Name from the list in ‘From Section’ and Press ENTER. Same HO Name will automatically appear in ‘Dest Section’ available beside of it. From Stor. Loc.: Select ‘TR01-Treasury Storage’ from Searcher and Press ENTER. Dest Storage Location: Select ‘CS01-Counter Storage’ Qty in UnE: Number of Quantity of Stamps to be transferred to HO BO and Double Click on EA/SH Box beside. For transferring more than one item Click on ‘Next Item’ Button [Second Button from the Left Side] above Line Item Details and repeat the process from ‘Transfer Posting Tab’ again as given above Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
Acknowledge by HO POS-Back Office (POS-BO) Supervisor T-Code: MIGO
From Drop Down List select ‘A10 – Place in Storage’ Reference Document: R-02 – Material Document. Put the ‘Document Number’ beside R02 Material Document - as received along with Stock from HO Treasury and Press ENTER. Details will automatically come in as Line Item. [ ]the Check Box against ‘Item OK’ at bottom. Select each item from the list Line Item, confirm the quantity and Storage Location [SLoc] Click on the number [e.g. 1] just under Line column. ‘OK’ Column will be checked on click. Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
Stock Transfer to SO from HO - by HO Treasurer T-Code: MIGO
From Drop Down List select ‘A09 - Remove from Storage’ Reference Document: R-10 – Other TF rem. Frmstor. To pl: Check the ‘Movement Type’ is showing 313. Doc. Header Text: Enter Remarks for Supply to SO Transfer Posting TAB Material: Select Name of Stock i.e Stamp Name. Plant: Select HO Name both in ‘From Section’ and it will come to ‘Dest Section’ as well. From Stor. Loc.: Select ‘TR01-Treasury Storage’ from Searcher. Dest Store Loc.: Select ‘SO01-Sub Office Name’ from Searcher. Qty in UnE: Number of Quantity of Stamps to be transferred to SO and Double Click on EA/SH Box beside. For transferring more than one item Click on ‘Next Item’ Button [Second Button from the Left Side] above Line Item Details and repeat the process from ‘Transfer Posting Tab’ again as given above Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
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Acknowledge by SO after getting stock at CSI SO – By SO Treasurer T Code : MIGO
From Drop Down List select ‘A10 – Place in Storage’ Put the ‘Document Number’ beside R02 Material Document - as received in the invoice along with Stock from HO F&A and press enter. Inventory sent to SO will show. [ ]the Check Box against ‘Item OK’ at bottom. Select each item from the list Line Item, confirm the quantity and Storage Location [SLoc] Click on the number [e.g. 1] just under Line column. ‘OK’ Column will be checked on click. Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
Stock Transfer from CSI HO to Non CSI SO For Stock Transfer from CSI HO to Non CSI Sub Office: MIGO -> A07 – Goods Issue > Other > GI for Complimentary: 951; rest process unaltered.
Acknowledgement by HO on behalf of Non CSI SO Stock Transfer to BO from SO T-Code: MIGO
From Trans/Event Drop Down List select ‘A09 - Remove from Storage’ TF rem. Fm str. to Sloc: 313 [Select ‘Movement Type’ from Searcher] Doc. Header Text: Enter Remarks for Supply to BO Under Transfer Posting Tab. Material: Select Name of Stock i.e Stamp Name Plant: Select HO Name both in ‘From Section’ and it will come automatically to ‘Dest Section’. Type first 3-4 letters of HO Name and Press Enter; a List will appear, then select the respective HO Name. Stor. Loc.: Select ‘SO01-Sub Office Name’ from Searcher. Dest Loc. : Select ‘BO11-Branch Office Name’ from Searcher. Qty in UnE: Number of Quantity of Stamps to be transferred to HO BO and Double Click on EA/SH Box beside. For transferring more than one item Click on ‘Next Item’ Button [Second Button from the Left Side] above Line Item Details and repeat the process from ‘Transfer Posting Tab’ again as given above. Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
BO Stock Acknowledge by SO on behalf of BO T-Code: MIGO
From Drop Down List select ‘A10 – Place in Storage’ Put the ‘Document Number’ beside R0 2Material Document - as received along with Stock from SO F&A and press Enter. Details will come automatically. [ ] the Check Box against ‘Item OK’ at bottom.
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Select each item from the list Line Item, confirm the quantity and Storage Location [SLoc] Click on the number [e.g. 1] just under Line column. ‘OK’ Column will be checked on click. Click Check button or press F7. “Document is OK” message will show. Click Post button. Document number will generate. Note it.
Stock Report T-Code: MMBE Material: Enter Stock Name, IPO Name etc. E.g. Mother Teresa [to be entered for Report on a particular Item] Plant: Select HO Name [Plant ID] from Searcher Storage Location: Select ‘TR01-Treasury Storage [For HO Treasury] / ‘CS01-Counter Storage [For HO BO] / ‘SO01-Treasury Storage [For SO] / ‘BO011-Treasury Storage [For BO]’ – whichever is applicable Execute Stock Report of HO Treasury, HO Back Office Balance, SO Treasury and BO Treasury will be generated. If no particular Storage Location is selected then Stock position of all the Storage Locations [HO / SO / BO] will be displayed.
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BASIC COMMANDS (T-CODES) T-Code /n
Description To go to Home Screen To open new session - closing present session To open new session without closing present session To Log Out To go to Main (Menu) Screen having various Links
/o /nex ZDOP_MAIN
Important T-CODES for F & A GENERAL LEDGER (T-CODES) T-Code FS00 F-02 FB03 FB08 FBRA FAGLL03 FBL3N ZFBL3N ZFR_DAY_NEW ZBF07 ZF110 SM37 ZFWF
Description Display G/L Account Master Data Post Voucher To create liability (Pay Order) - Vendor Invoice / Customer Invoice Document Display (if Document Number forgotten) Cheque Number Display using Environment Tab Reversal of Document Cancellation of Reversal Entry G/L Balance Report (Multiple Choice – selection of All Items possible) G/L Line Item (Single Choice – selection of Single Item only) G/L Daily Opening & Closing Balance Day wise G/L Balance Report Day wise TCB Daily Cash Receipt & Payment Report (Daily A/c/ SO Summary/HO Summary) To upload Transaction of SB / PLI (txt file) - (only if CSI Payroll is not used) For Initiation of cheque request by SO Treasurer Overview of Job Selection For Changing Approver Details (in Workflow)
ACCOUNTS PAYABLE (T-CODES) T-Code FK01 FK02 FK03 FK04 FB60 FB65 FBL1N F-04 F-58 / F-53
Description Create Vendor (Master Data) Change Vendor Master Data Display / View Vendor Master Data Block / Unblock Vendor Vendor Invoice (KR) Raise Credit Memo Vendor Line Item Vendor Payment / Balance Detail Report (Pending or Made) Cash Payment to Vendor (Also used for Cash Receipt from Vendor/Customer) Cheque Payment to Vendor by Cheque(KZ)
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ACCOUNTS RECEIVABLE (T-CODES) T-Code FD01 FD02 FD03 FB70 FBL5N F-04 F-28
Description Create Customer (Master Data) Change Customer Master Data Display / View Customer Master Data Customer Invoice (DR) Customer Line Items Customer Payment / Balance Detail Report (Pending or Made) Cash Receipt from Customer (Also used for Cash Payment to Vendor/Customer) Receive Payment from Customers by Cheque with clearing (DZ)
CASH & BANK (T-CODES) T-Code ZFFV50 (new)
FV50 (old) FBV3 ZFI_CASHDENO ZFI_CASHTRANSFER FCHI FCH5 FCH8 ZCH5 ZFICHQ ZMEMO_REMIT FF67 ZFI_EPAYMENT ZFI_EREPORT ZPAY_POST ZPAY_CC ZPAY_DD ZF110 FAGLL03 FBL3N ZFBL3N ZFR_DAY_NEW ZFR04 ZCGAC
Description To Park Document (1) for Demanding / Cash Request (CR) (2) for Sending Cash (CR) (3) for Bank Withdrawal (DB) (4) for Bank Remittance (BR) To View Parked Document To create Denomination Form / Cash memo To check whether amount received or not To view 2nd Document posted by HO TR Add Cheque Book Preparing / Creating Cheque Cancel Cheque To make cheque void (in case of bounce cheque) To Preview & Print Cheque Generation of Remittance Form (ACG11 Form) Bank Reconciliation / Bank pairing To make EPayment To generate EPaymentBiller Report HR Payment through Bank Transfer / ECS HR Payment through Cash / Cheque HR Payment – Third Party Payment For Cheque Request G/L Balance Report (Multiple Choice – may select All Items) G/L Line Item (Single Choice – may select Single Item) G/L Daily Opening & Closing Bal / Day wise Cash Bal Day wise G/L Balance Report / Day wise TCB (This may be use to view Document Number) Daily Cash Receipt & Payment Report (Daily A/c/ SO Summary/HO Summary) To view Balancesheet / P & L Report for current year Controller General of Accounts Report
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PROCUREMENT (T-CODES) T-Code ZRM05 ME51N ME52N ME53N ME5A ME31K ME32K ME33K ME34K ME35K ME3L ME3N ME21N ME22N ME23N ME2N ME9F ME2W ME57 ME58 MIGO MB90 MIRO MIR6 MM60 MMBE MB52 MB5B MB51 MB5T ML81N MI01 MI04 MI11 MI20 MI07 ZMM_VEN_TEND
Description Run Forecast Report (for DEFS & PST) Create Purchase Requisition - Proposal Change Purchase Requisition Display Purchase Requisition Display Purchase Requisitions List Create Contract Change Contract Display Contract Maintain Contract Supplement Contract Release & Cancellation List of Contract (Ctrl + F) List of Services of Outline Agreement (OAg by Ag No) Create Purchase Order Change Purchase Order Placed Display Purchase Order Placed List of Purchase Order Take Print Out of Purchase Order List of Stock Transfer Order Assign Requisition with Contract Create Purchase Order with Reference Inventory Transaction / Goods Receipt Print Material (Movement) Document Invoice Verification Invoice List Display Material List Stock Balances (Individual Material Stock Overview) Stock in Office (Multiple Materials in Warehouse) To check opening and closing balance of Postage Stamps/Revenue Stamps/Any Stock material List of Material Document Stock in Transit Service Entry Sheet Create Physical Inventory Document Physical Inventory Count Physical Inventory Recount List of Inventory Differences Post Inventory Differences Tender Doc Upload
Posting Keys / P Keys (mostly used) P Key 40 50 25 31 1 11 70 75 38
Description Debit Entry Credit Entry Vendor Debit (Outgoing Payment) Vendor Credit (Vendor Invoice) Customer Debit (Customer Invoice) Customer Credit (Incoming Payment) Asset Debit Asset Credit Credit Memo
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Document Types (mostly used) Document Type SA SK KA KG KR KZ KG DA DG DR DZ CR DB BR HR PB PL
Description G/L Account Document (for G/L to G/L Posting) Cash Document Vendor Document Vendor Credit Memo Vendor Invoice Vendor Payment Vendor Credit Memo Customer Document Customer Credit Memo Customer Invoice Customer Payment Cash Request Drawing from Bank Remittance to Bank Human Resources (Employee Related Transactions) Postal Bank (Finacle Transactions) Postal Life Insurance (McCamish Transactions)/RPLI
If you found anything is to be supplemented in this guide book mail to
[email protected] Your valuable suggestions are welcome
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