Core System Integrator (CSI) A Quick Reference to POS & SAP Modules by C SIVA KABEER Postal Assistant, Gooty 515401 Anantapur Division, AP Circle

CSI Quick Reference Material for use at Post Offices Present LAN Based Software’s Meghdoot & Speednet replaced with a new environment developed using SAP & Java and the data of all the Offices will be store to a Centrally Located Server on real time basis. Hence we call the new environment as Core System Integrator (CSI). TCS Company is the CSI Vendor for Department of Posts. CSI comprises of two major components 1) SAP (System Applications & Products) - SAP is Online (Data feeding is completely online like Finacle & Mc-Camish) 2) POS (Point of Sale) – POS is Offline module where data is stored in Local Server and synchronized to Central Server for every 20 Minutes automatically. The modules using at present in offices are changed as follows

Present Environment Sub Accounts, Treasury, SB Cash Speednet, Despatch

Postman & eMO Point of Sale All Supervisory roles in different modules Manual system of information pertaining to human resources, payroll etc. Prepared by C Siva Kabeer, PA, Gooty 515401

CSI Environment

Performed in

All clubbed and together called as SAP (F&A) Finance and Accounting (F&A) Indian Post Visibility System (IPVS), POS BACK This is 2 Types Java IPVS (for Post OFFICE Offices) & SAP IPVS (for Mail Offices) MODULE Delivery & Postman Management SAP (DPMS) System (DPMS ) Point of Sale Counter (POS Counter) POS COUNTER Point of Sale Back Office (POS BO) POS BACK interface where supervisor can perform OFFICE all his activities A new HRMS (Human Resource Management System) is introduced with SAP (HR) ESS (Employee Self Service) & MSS (Manager Self Service) facility. 9515122799 [email protected]

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Work done using SAP is directly stored to central server and work done in POS Counter & Back Office will be synchronized from Local Server (present in Office) to Central Server through communications (Daily Sink & High Sink) Each office BO/SO/HO is independent and has a Facility ID. Each Employee is provided with unique Employee ID which will be default user ID for all the new set of modules in CSI. Cash & Stamp balances are separated. SO/HO/BO Daily Accounts shows only Cash figures and not include the Stamp Balances & BO Balances. As SAP & POS not included in RICT (only CBS, NREGS & eMO Payment enabled) BO Daily Accounts for all BOs are to be generated individually at AO by feeding all their receipts and payments in F&A (by voucher posting) under their office ID. BO Slips & Summary are vanished and previous days generated BO Daily accounts are to be supplied in place of BO Slips. Cash requests for BO and excess cash remittances from BO are to be raised on behalf of BO by SO Treasurer and Supervisor. Similarly in case of Stamp indents for BOs are to be processed by AO only. Day to Day stamp sales of each BO are to be deducted by doing BO Book Item (in POS Counter under miscellaneous option by selecting respective BO). Moreover all the things explained above are to done by a single SPM in case of C Class SO which is a Herculean Task. Only POS Counter Transactions will be fetched to daily accounts and the remaining figures related to Finacle, MCCamish & Treasury Transactions will not 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 postings, the SO figures to be posted in SO ID and Individual BO figures in their specific IDs otherwise SO and BO Daily accounts closing balances will not be tallied. At the end of the day for a particular office (Facility) 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 Prepared by C Siva Kabeer, PA, Gooty 515401

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figure cash of particular facility. Then only daily account has to be generated and leave the office.

Preparatory work before Roll out of CSI All the BOs may be asked to return the unsold stock of stamps to account office Stamps can be supplied to BOs after rollout of CSI Try to see that all accountable articles to be delivered and updated in Meghdoot postman and Speednet modules Try to make payments of all emo Try to delivery and collect amount of COD/VPL/VPP articles Note all the cash balances of SO and BOs Separately Category wise Stamp balances of all Stamps with the names of stamps like Indira Gandhi, Mahatma Gandhi Stamps etc with denomination and quantity Category wise accountable postal stationary like Post Cards, ILC, Envelope etc. Accountable stationary with serial no like IPO in denomination and serial no wise to be given to TCS for Rollout of all balances Casual Leave and Restricted Leave balances of under the jurisdiction of PMs/SPMs to be reported to DO.

Prepared by C Siva Kabeer, PA, Gooty 515401

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Checks to do on the First Working Day of CSI Rollout Login by SAP User Type TCODE : ZFBL3N To Check Cash Balance / Stamps / IPOs Type GL Account 4867100010 to confirm DOP Cash Type GL Account 4867100011 to confirm POS Cash Type / Select Profit Centre of your office Type Date & Click on Execute to see and check Closing Balance Type TCODE : MB52 To Check Material Balance

In DPMS before opening any bag on the first working day Enter in deposit articles data before migration by using TCODE ZART_UPLOAD Enter in deposit pending eMO data before migration by using TCODE ZEMO_DATAUPD Enter in deposit articles data of COD/VPL/VPP article by using TCODE ZMOCODUPDATE

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To Begin with: Before proceeding for day to day work in CSI environment the main things to keep in view are  Check the SIFY Connectivity.  Start the Server and Client Systems (all in one System at C Class PO)  In the Server system run the following components one after the other only present in the path C:\POSTALPOS_BO\ a) Start Database Server b) Run_Mobilink_Client_Daily c) Run_Mobilink_Client_High (Running Daily & High Exchanges Data between Local and Central Server)

The modules for day to day operations in Post Office (Facility) include

 POS BACK OFFICE (for all supervisory activities)  POS COUNTER (for all counter operations)  POS BO IPVS (for despatch of counter booked, postman & BO return/redirected mail)  DPMS (for Delivery and MO Payments including BOs)  F&A (all accounting work)

Important Note:  F&A part of CSI does mean that it’s the work of only Treasurer.  Voucher postings related to different branches to be done through F&A by concerned officials like SB PA (POSB Receipts & Payments), MPCM PA(PLI/RPLI Receipts & Payments), Sub Account PA (BO Receipts & Payments), Treasurer (Bills Paid, Pensions, Cash Receipt & remittance requests, TCB), Supervisor (Daily Account)

Prepared by C Siva Kabeer, PA, Gooty 515401

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POS Back Office & POS Counter PO Back Office and Counter are Offline and are major front end applications for the Supervisor and Counter PA. The PO Supervisor will do PO Begin, do counter allocations, receive & supply cash and stamps from F&A to Counters, Approves all counter works, approve the booked electronic money orders, verify insured bags disposals, verify submit accounts etc in back office only.

POS Back Office  Open “POS – Back Office” Program  Login as Supervisor  Perform PO Begin from “PO OPERATION” Menu  Allocate Counters through “Counter Allocation” option from PO Operation Menu  Always choose Add Button and assign counter allocation  Receive Cash & Stock like IPOs, Stamps, Stationary from F&A, based on the requirement and supply to counter PA using “Supply to Counter” Option of “PO OPERATION”  After counter are ready, then logout from Back office and logon to SAP to perform other supervisor activities.

POS Counter  Counter PA cannot login if counter is not allocated by supervisor  From DAILY Operations in Dashboard after login, PA has to first do shift begin and accept the allocation is supplied by supervisor from back office  Now PA can perform all the day to day counter transactions Prepared by C Siva Kabeer, PA, Gooty 515401

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 As and when any cash, stationary, IPO required counter pa can raise request allocation and get from POSBO.  Counter PA can book multiple transactions for a single customer and collect amount at once for all transactions.  Counter PA can save the customer details (Sender & Addressee) by clicking on “Add Customer” Button  Can hold the transaction by clicking on “Bill Hold” button, and revoked later so that time can be saved.  Compare & Book facility available for domestic and international mail separately where giving weight & PINCODE will populate amounts for different services.  BO Stamps & Stationary Sales are to be deducted from BO_BOOK_ITEM in Miscellaneous Services option. Additional info button to choose more options like Rebooking, found in letter box, postal service, defense article and c/o postmaster etc are available during booking an article  Counter Stamp Sales are to be done from Product Sales option.  Cash in hand in Counter PA is readily shown on screen and checks the figure physically and transfers through Balance transfer option after closing of counters.  After supervisor approval from Back Office perform shift end and take all reports and do Shift End.

Prepared by C Siva Kabeer, PA, Gooty 515401

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POS BO IPVS (Despatch) Counter booked articles from POS Counter & similarly return and redirected articles from DPMS (SAP) will be fetched to IPVS of PO Back office for further dispatch to parent mail office.  Login to Back Office Module  Choose virtual sort option for auto separation of TD/NDT based on type of article.  Select the Option Return & Redirect articles in IPVS Menu to fetch the RTS and Redirected articles.  Create the Bag as per the schedule and scan the articles into it  Save Button can be used to include articles at a later time if bag is created well in advance  Click on Close Bag Button to close the Bag  Generate Manifest  Select Dispatch Bag option under IPVS Menu  Select the bag created  Enter the total weight of the bag including articles  Click on Dispatch Button to Dispatch the Bag  Generate Mail List

Prepared by C Siva Kabeer, PA, Gooty 515401

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DPMS (Delivery & Postman Management System Login to SAP and see that PO Begin is updated in DPMS if not perform day begin in SSS (Staff Scheduling System). If updated use tcode ZMODPMS to access DPMS

For Individual Accountable Mails:  Receive all the bags through Bag Receive option  Then open each bag and scan all articles, cross check the number shown in list and physical count.  Click issue to postman and choose Beat ID  Scan all articles and click save button at bottom and click ok in popup window and then print the manifest.  Click on postman returns and give remark and reason for postman returned articles.  In case of redirection/return click on redirection/return option, then give article no and choose reason and give proper address with pin code and save finally.  For changing article type use tcode ZART_UPLOAD

eMO individual printing/issuing/returns:  Choose view/update money order under emo mail individual block  Assign to beat, select and print the eMOs and click save  Click on invoice to postman link, choose the proper beat and click get data, choose eMOs and click on save button.  Choose Supervisor Approval (eMO) from Supervisor approval block and approve the eMOs invoiced to beat postman  In treasury block choose option cash payment to postman and click cash to postman button at bottom  Finally take returns of eMO which is similar to that of taking returns of individual articles  Supervisor approval required for returned and redirected eMOs. Prepared by C Siva Kabeer, PA, Gooty 515401

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Postman EOD and Cash returns:  Click on EOD Supervisor confirmation option in supervisor approval block and submit EOD for each postman.  Click Cash Return from Postman link option in treasury block.  Choose individual beat then press enter and then click receive payment from postmen at bottom.

Window Delivery of Mails:  Click window delivery of accountable mail for articles and window delivery for money order for eMO in window delivery block.  Scan article and click enter, then choose proper id proof document and enter document number, fill all necessary fields and click on print and finally save.

BO Article and eMOs:  Similary articles are to invoice to BO through Issue articles to BO option in BO Delivery block  Invoice eMO by selecting option Out bound scanning eMO in BO Delivery block  Supervisor approval for BO from supervisor approval block.  Update delivery information by clicking BO article returns option.  Similary update delivery information of eMOs by clicking Delivery confirmation eMO from BO delivery block in DPMS.

Prepared by C Siva Kabeer, PA, Gooty 515401

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F&A (Finance & Accounting) F&A plays major role where all the accounting process to be done in a facility is performed to generate the Daily accounts. In the present system DOP is using 15 digits General Ledger Account number. In CSI this 15 digit G/L head of Account is changed to 10 digit SAP code with explanation. In CSI we use Double entry accounting system is followed where every transaction has one Debit and one Credit entry.

General Ledger Master In GL Master we can see all the G/L Account numbers of different receipt and payment heads along with the description. While doing postings in F&A we need to enter correct G/L Account number for receipt or payment. T code to access G/L Master data is FS00 Principles of Accounting The basic accounting principles for doing double entry are as follows 1) Personal accounts = Debit the receiver and credit the giver 2) Real accounts

= Debit what comes in and credit what goes out

3) Nominal accounts = Debit all expenses and credit all incomes/gains

Profit/Cost/Fund centre: Profit Centre: - The office which is having its own income Cost Centre: Fund Centre: -

The office which is doing expenditure The office which estimates the budget

Profit Centre, Cost Centre and Fund Centre for an office is one and the same

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Facility ID: Each office is called as a Facility and having a unique id called as Facility ID Example 24 2 25 1 00 00 First two numericals denote - circle office First three numerics denote - regional office First four numerics denote – divisional office First six numerics denotes – GPO/Head Office First eight numerics denotes – Sub Office All 10 numerics together denotes – Branch office

Periods: The months in financial year April to March are numbered as periods form 1 to 12 as follows April-1 May-2 June-3 July-4 August-5 September-6 October-7 November-8 December-9 January-10 February-11 March-12 To work in F&A module we have to use the SAP (Systems Application Product) application which is available on the desktop F&A mainly deals with the cash. There are three types of cash in CSI

a) DOP Cash – it is the cash with the treasurer b) POS Cash – it is the cash available with the counters c) Cash in Transit – it is the cash which is shown in transit

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Major F&A transactions are as follows

a) Cash Requests & Remittances b) Material Management (Stamps, Stationary, IPO…) c) Voucher Postings

Cash Requests & Remittances Whenever there is cash requirement cash requests are raised to the cash supplying office.  Cash office (SO/HO) request Bank  SO Request Cash Office (SO/HO)  BO requests AO for cash

Similarly when there is excess cash than the authorized balances then it needs to be remitted to AO/CO/HO/Bank  Cash Office (SO/HO) remits to Bank  SO remits excess cash to Cash Office (SO/HO)  BO remits excess cash to AO So the above 6 scenarios will be there depending upon the requests and remittances. Now we can see the work flow in each scenario. The Tcode for all Cash Request or Remittances is ZFFV50

Prepared by C Siva Kabeer, PA, Gooty 515401

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Cash Request Scenarios Cash office (SO/HO) Requests Bank:  SO/HO Treasurer to invoke Tcode ZFFV50  Give office Profit Center ID  Enter the Amount to Be Drawn.  Choose radio button Cash drawn from Bank  Click on Enter.  Click Save and note down the document number o Cash Office (SO/HO) Postmaster after login will check his INBOX by clicking Workplace icon. o Double Click the above Document number. o Click on Document and Click Post  If Cash is drawn using cheque then use Tcode FCH5 to issue the Bank Cheque  Treasurer should Invoke FCH5  Give the Document number, Fiscal Year & Company Code (DOPI)  Select the Bank Code (supplied at the time of Roll out).  Select the Account Number.  Select the Next available Cheque Number.  Click on Post.

Prepared by C Siva Kabeer, PA, Gooty 515401

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SO Request Cash Office (SO/HO) o Sub Office treasurer (SPM only in C Class SO) will raise a request by invoking ZFFV50. o Give Profit center Id of SO o Give amount requested o Select Cash Request o Click Enter o Click on Save o Note down the Document Number  Login as Sub Office SPM (In C Class SOs same login) & check in Inbox for the document number  Double Click to open the document  Release the Document and Specify Remarks  Workflow will now move to Cash Office (SO/HO) Supervisor  Cash Office (SO/HO) supervisor goes to his inbox, double clicks the document no and authorizes for supply of cash  Now Cash office Treasurer goes to his inbox  Double Clicks the Document No  Click on Post Document  Use tcode ZFI_CASHDENO to enter cash denomination  Now SO Treasurer after receiving cash from Cash office  Go to Inbox Prepared by C Siva Kabeer, PA, Gooty 515401

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 Double Clicks the Document No  Click on Document and select Post  Select Complete Work Item.  Workflow Ends now.

BO requests AO for cash As SAP is not provided in RICT all the requests on behalf of BO are to be raised and processed at SO only and supply cash.  SO Treasurer (SPM in case of C Class SO) will raise a request by using ZFFV50 on behalf of BO  Give Profit center Id of BO  Give amount requested  Select Cash Request  Click Enter and click on save and note down document number  Login as Sub Office SPM (In C Class SOs same login)  Check in Inbox for the document number Double Click to open the document  Release the Document and Specify Remarks  The same Document will re-opens, again click on Document and click complete.  Now login as SO Treasurer (In C Class SOs same login)  Go to Inbox  Double Clicks the Document No Prepared by C Siva Kabeer, PA, Gooty 515401

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 Click on Post Document  Click on Complete Work Item

Cash Remittance Scenarios Cash Office (SO/HO) remits to Bank  Cash Office (SO/HO) Treasurer invoke Tcode ZFFV50  Give the Profit Center ID of Office  Enter the Amount to be remitted  Choose Cash Remitted to Bank radio button  Click on Enter  Click Save and note down document number Memo of Remittances  Using T Code ZMEMO_REMIT before approval of supervisor as follows  Give the Document number  Give Fiscal year (ex 2017)  Give Profit Center Id  Type the name of Bank and Branch  Give Date Give Denomination  Click on Execute or F8 Approval of Supervisor Cash Office (SO/HO) after login will check his INBOX by clicking Workplace icon; double Click the above Document number and click Post.

Prepared by C Siva Kabeer, PA, Gooty 515401

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SO remits excess cash to Cash Office (SO/HO) At SO  Sub Office treasurer (SPM in case of C Class SOs) will Transfer Excess Cash by invoking ZFFV50.  Give Profit center Id of SO  Give amount requested  Select Excess Cash Transfer  Click Enter  Click on Save  Note down the Document Number  Login as Sub Office SPM (In C Class SOs same login)  Check in Inbox for the document number Double Click to open the document  Release the Document and Specify Remarks, workflows will now move to HO. At Cash Office (SO/HO)  Login as Treasurer  Go to Inbox  Double Clicks the Document No  Click on Post  Click Complete Work Item  Workflow Ends

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BO remits excess cash to AO AT AO  Treasurer (SPM in case of C Class SO) will raise a request by using ZFFV50 on behalf of BO  Give Profit center Id of BO  Give Excess Amount to be transferred  Select Excess Cash Transfer  Click Enter  Click on Save  Note down the Document Number  Login as SPM (In C Class SOs same login)  Check in Inbox for the document number Double Click to open the document  Release the Document and Specify Remarks     

Now login as Treasurer (In C Class SOs same login) Go to Inbox Double Clicks the Document No Click on Post Click on Complete Work Item

To confirm the correctness of remittance or request kindly check the GL Account of DOP Cash (486700010) by giving Profit centre of HO/SO/BO using the Tcode ZFBL3N  Give DOP Cash GL Account No 4867100010  Give Profit Center Id of HO/SO/BO  Give Posting Date  Click F8 Confirm receipt / remittance by checking the line items of particular document.

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Material Management In CSI any type of stamp or stationary is referred as Material. A group of such materials is referred as Material Group. Any Unit above HO and HO is treated as Plant and will be allotted with Plant IDs. The Plant includes many storage locations which are local and non local. Local storage means stored in treasury, counter of a plant. And non local storage means the storage locations like Sub Offices, Branch Offices. The local and non local storage too have specific codes but the plant id for all storage locations will be HO plant ID only. The Three things in Material management are

 Stock (Stock of different material groups)  Movement (from One location to Other)  Sale (Sale of Material) T Codes To view Stock To move material To check Stamps, Names and Movement To check Stamps in Transit

MB52 MIGO MB51 MB5B

Movement includes  Receipt of Material at Plant  Removal of Material from Plant to Locations  Placing of Material in Storage Prepared by C Siva Kabeer, PA, Gooty 515401

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Receipt of Material at Plant (at HO)             

HO Treasurer will Invoke MIGO Select Goods Receipt and Select Others Movement type should be selected as 952 Give Doc Header Text In the General Tab Search and select the Material from Searcher In the Quantity tab, give Quantity In the Where tab, Give Plant ID of HO, Give Storage Location TR01 In the Partner Tab, Search and Select CSD/PSD/GPO In the Account Assignment tab, give the Profit Center ID To add other Stamps Click on Next Item and follow Similar Procedure. After Entering all types of Stamps received Click on CHECK If everything is correct a message as Document is OK will be displayed Click on POST Removal of Material from Plant to Locations

 For supplying the stamps between any Storage locations the supplying office will do remove from Storage  Types of Movements  Treasury Location to Counter Location  Treasury Location to Sub Office Location  Sub Office Location to BO Location  Movement from HO to SO or TR01 to CS01  Sender Office Treasurer will Invoke MIGO  Select Remove from and Select Others  Movement type should be selected as 313  Give Doc Header Text  In the Transfer Posting Tab (From Side) Search and select the Material from Searcher  Give Plant ID, Give from Storage Location TR01  In the Transfer Posting Tab (Dest Side)  Give Destination Storage Location (SO01, SO02………)(CS01) Prepared by C Siva Kabeer, PA, Gooty 515401

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      

Give Quantity To add other Stamps Click on Next Item and follow Similar Procedure. After Entering all types of Stamps received Click on CHECK If everything is correct a message as Document is OK will be displayed Click on POST Note down the Document Number This Document Number may be communicated to receiving Office. Placing of Material in Storage

 Receiving Office Treasurer will invoke MIGO  Select the Option Place in Storage and Material Document and also enters the Document No  The Supplied Items will be displayed, for every item we will select Item OK and Click Enter  Similarly Click on Item OK for other Stamps Click on Next Item and follow Similar Proceduere.  After Entering all types of Stamps received Click on CHECK  If everything is correct a message as Document is OK will be displayed  Click on POST Stamps supply from SO to BO Both Remove from storage and Place in storage will be done at SO only.  Remove from Storage of SO     

SPM/Treasurer will Invoke MIGO Select Remove from Storage and Select Others Movement type should be selected as 313 Give Doc Header Text In the Transfer Posting Tab (From Side) Search and select the Material from Searcher

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 Give Plant ID HO Plant ID, Give From Storage Location (SO01, SO02………)  In the Transfer Posting Tab (Dest Side)  Give Destination Storage Location (B011, B021………)  Give Quantity  To add other Stamps Click on Next Item and follow Similar Procedure.  After Entering all types of Stamps received Click on CHECK  If everything is correct a message as Document is OK will be displayed  Click on POST  Note down the Document Number  Place in Storage of BO  SPM/Treasurer will invoke MIGO  Select the Option Place in Storage and Material Document and also enters the Document No  The Supplied Items will be displayed, for every item we will select Item OK and Click Enter  Similarly Click on Item OK for other Stamps Click on Next Item and follow Similar Procedure.  After Entering all types of Stamps received Click on CHECK  If everything is correct a message as Document is OK will be displayed  Click on POST Sale of Materials  At HO/SO: SO/HO Material Sales will be done in POS Counter from Product Sales Tab. The sale amount will reflect in cash in hand i.e POS Cash.  At BO: BO Stamp Sale is to be shown regularly in BO Daily Account by BPM and in account office deduct the same amount of stamps from POS Counter under miscellaneous tab select BO_BOOK_ITEM option and select the respective BO. All the Stamps available in selected BO Storage location will be displayed Show the Sale by selecting the relevant Stamps and quantity. The Same amount of Stamps will be directly reduced in BO Storage location and the same cash figure gets raised in BO Daily Account. Prepared by C Siva Kabeer, PA, Gooty 515401

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Voucher Postings In Meghdoot environment the POSB (Finacle) receipts and payments figures were entered in SB Cash, Similarly the PLI/RPLI receipts and payments were entered in Point of Sale of Meghdoot. The general payments and receipts were entered in Treasury. But in CSI the head wise receipts and payments of all type of cash receipts/payments, POSB, PLI transactions are to be entered in F&A by voucher posting which is of double entry system. SO in General three types of Vouchers are to be posted through F&A module as follows 1. Cash Receipts/Payments (Document type SK) – by Treasurer 2. POSB Transactions (Document type PB) – by SBPA 3. Postal Life Insurance (Document type PL) – by MPCM PA The postings can be done in F&A by 3 methods 1. F-02 (Multiple Vouchers) 2. FB50 (Single Voucher) 3. CSI Utility Tool (bulk posting by file upload through ZBF07)

Type 40 for Debit & 50 for Credit For All Receipts/Deposits  Receipts GL Accounts are to be Credited (50)  POS Cash (PL/PB type) or DOP Cash (SK type) is to be debited (40) For All Payments/Withdrawals  Payment GL Accounts are to be Debited (40)  POS Cash (PL & PB type) or DOP Cash (SK type) is to be Credited (50) Prepared by C Siva Kabeer, PA, Gooty 515401

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For Treasurer Cash Receipts/ Payments Receipts Payments 40-DOP Cash 40-Payment 50-Receipt 50- DOP Cash For Postal Banking & Postal Life Transactions Receipts Payments 40-POS Cash 40- Withdrawal GL Accounts 50-Deposit GL Accounts 50- POS Cash               

Voucher posting by T-Code F-02 Invoke F-02 Give Document Date Select document Type (PB/PL/SK) Select Company code (DOPI) Select Period and currency Type 40 in Posting Key, give respective GL A/c No & press Enter (First Line Item) Give Amount and Click on MORE Give Profit Center ID and press Enter In the Next line Item Type Posting Key 50 give respective GL Account No and press Enter Give Amount and Click on More Give Profit Center ID and press Enter (Add any number of Line Items in the next line items) Click on Document and Select POST (Note Down the Document Number for further reference.)

 Voucher Posting by Tcode FB50  Invoke FB50  Give Document Date  Give Document Type  In the below list Enter all entries one after other Prepared by C Siva Kabeer, PA, Gooty 515401

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 Give GL Account Number  Select Debit/Credit  Give Amount  Give profit center ID and Click Enter  Enter all entries check Total Dr and Total Cr are same  Click on Document and Click Post.  Note Down the Document Number for further reference.  CSI Utility Tool In F&A there is bulk upload option of voucher postings where in a excel or text file containing all voucher postings data can be uploaded at once and postings can be done. For easy generating of the bulk upload file a third party user friendly tool named CSI Utility Tool is there in which we can enter all receipts and payments of a particular facility. The generated file can be uploaded using Tcode ZBF07  Open CSI Utility tool  Select Transaction Date  Select Category  Select the Office name (we need to preconfigured our office and BO details)  Select Receipt/Payment  Select Head Name  Select Amount  Click Add  Similarly Add all transactions Prepared by C Siva Kabeer, PA, Gooty 515401

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 And click on Export to text file  Save the document locally  Login to SAP and invoke ZBF07  In File name browse for the text file saved in your computer.  Select Background  Click on F8/Execute Note Down the Document Number for further reference.

To View List of Document Numbers (In case document number is forgotten to note down) (This will display all Document Numbers of concerned selection) (You can get detailed information of Document Number by double clicking on selected Document Number)

Procedure  T Code: FB03  Document Number: (Not known. Hence could not be fed)  Click “Display List” (at the top)  Now you can enter Conditions / Queries for searching e.g. Company Code, Date, Profit Center, etc.  Company Code : DOPI  Posting Date : Enter Date on which Document Number Required  You may select Option : My Own Document  Execute  Enter

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Reversal of Document In SAP cancellation of wrong entry not available instead we have to do Reversal Entry to cancel the effect of wrong entry done. Procedure:  T Code : FB08  Document Number : Enter Document Number to be Reversal  Company Code : DOPI  Reversal Reason : e.g. Reversal in Current Period  Posting Date : Enter / Select Posting Date  Posting Period : Enter / Select Posting Period e.g.  Save / Post  (Document No will be generate – Note down the same for further reference) For Cancellation of Reversal Entry  For cancellation of wrongly done Reversal Entry  Procedure :  T Code : FBRA  Clearing Document : Enter Docu No  Company Code : DOPI  Fiscal Year : e.g. 2016 for the year 2016-17  Save  Options will be – Only Resetting / Resetting & reverse / Cancel  If click on Only Resetting – Process will be completed  If Click on - Resetting & Reverse – system will ask  Reversal Reason / Posting Date / Posting Period – then  Click on Tick – Tick Prepared by C Siva Kabeer, PA, Gooty 515401

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Cheque Request to HO           

Login to SAP Enter T Code “F-02” Document Date... Posting Date... Type …PB (PB for Savings PL for Insurance) Period (for April =1……….March=12) Company Code …DOPI Currency….INR Posting Key…40 Account… (Principal GL Code of Scheme) Then Press Enter Key…………

 Enter Amount & Click on More Tab

 Fill Profit Centre of your Office & click on continue button Similarly add any number of line items in with debit entry PKey 40 After all debit entries to arrive the total amount with different G/L accounts (for example Principle, Interest, Refund of Df in case of Cheque for Account Closure)

          

Now Pkey...11 Account………………………One Time Customer Code (This GL Code is unique for customer/vendor for each circle) Then Press Enter Key and fill Customer details like Title………… Name………… City…………………. Postal Code………….. Region………………………….(Region Code) Then Press Enter Key…………… Enter Total Amount of Cheque

 Go to Document in Menu Bar…….  Click on Simulate option or press Shift+F9 and check the Debit and credit entries with G/L accounts concerned Prepared by C Siva Kabeer, PA, Gooty 515401

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 If OK  Go to Document in Menu Bar…….  Click on Post option or press Control+S and note the document number generated  Use T Code ZF110 to submit the cheque request in treasurer login  Give document no generated, click on display document and view  Click on submit request to initiate work flow for cheque request  Login As Supervisor  Click on SAP Business Work Place  Inbox / Work Flow  Double Click on Cheque Request document  Click on Approve Button.  The Cheque Request will be appears moves to Inbox of HO Treasurer  HO Treasurer/Workplace/Double Click on Document with correct number/check the details and click on release  Enter remarks/ ACCEPT/ Press Enter button  HO Treasurer will check new document number by using Tcode FBL5N by entering One Time Customer ID  HO Treasurer will use Tcode FCH5  Give the document number  DOP/HouseBank/text/Acct. ID  Check no/ notedown the last cheque no drawn & enter next number in the cheque number column  Press enter and Save  T-Code ZFICHQ to print the Cheque

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Some Important T-Codes useful in F&A To View Day wise Cash balance Report related to G/L – ZFBL3N To View Ledger of concerned Account Head - FAGLL03 To view Daily Cash Receipt & Payment Report/Summary of Office – ZFR_DAY_NEW To view Details of Cash sent by Office ZFI_CASHTRANSFER To generate Cheque to withdraw cash from Bank FCH5 To take printout of Cheque Generated ZFICHQ To enter Cash Denomination while closing Cash Bag ZFI_CASHDENO To Generate Bank Remittance Memo ZMEMO_REMIT To Add Cheque Book FCHI To Cancel the Cheque FCH8 To make cheque void in case of bounce cheque ZCH5 For cheque request ZF110

Generation of Daily Account In non CSI Environment the Daily Account generated includes all the BO Figures (total BO Balances including Stamps). But in CSI the Daily Account do not include BO Balances and Stamp Balances. SO and BO Daily Accounts are separate. Even BO Daily Accounts are to be generated separately at SO. The POS Counter figures will fetch to SO Daily Account and the PLI/RPLI, POSB & other Bills Paid etc., will be posted through Voucher Postings in F&A. After finishing of voucher postings check the following G/L balances using Tcode ZFBL3N Prepared by C Siva Kabeer, PA, Gooty 515401

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 Physical cash should tally with DOP Cash (G/L account 486700010)  POS Cash (G/L account 486700011) should be Zero Use Tcode ZFR_DAY_NEW to generate daily account

BO Work at SO If RICT is rolled out only Finacle, eMO and NREGS payments can be performed in RICT devices. But the figures will not fetch to BO Daily account. The voucher posting related to each BO (PLI/RPLI & POSB receipts & payments) are to done at SO only in F&A using respective BO Profit Centre/Cost Centre. Then those figures will come to that BO Daily Account. Similarly Day to Day BO Stamp & Stationary Sales are to be deducted at SO in POS Counter (MiscellaneousBO_Book_Item) under respective BO. Then Stock in BO gets reduced and shown in receipts side of BO Daily account. Then using Tcode ZFR_DAY_NEW each BO Daily Account should b generated separately by giving respective BO Profit Centre and check the BO Closing Balance with the BO physical daily account. Generate BO Daily account (3 Copies) Send 1 copy to BO on next day in the place of BO Slips along. Send 1 copy to HO in place of Physical Daily Account Remaining is Office Copy So Everyday BO Bag from AO includes Previous Days System Generated BO Daily Account, Manifests of Articles from DPMS Module, Cash and Stationary if any Supplied.

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Human Resource Management System (HRMS) Each and every Employee in DOP will be given with a Unique Employee ID. All information related to the employees from date of joining will be available in employee Portal. Through the employee portal official can perform many activities like  Can view and edit personal details  Can view and download service book  Can Apply Leave of any kind  Can raise request for any type of payments (GPF,RTF,TA etc)  Can view monthly pay slips and GPF balances  Can self nominate for trainings  Can apply departmental examinations etc.  Can download the Closed and Restricted Holiday list  Can view the balances of various kinds of leaves like CL,RH,EL etc

Employee portal can be accessed from SAP Login and click on Employee Portal under HR Block or can directly open the below link through any web browser

Website URL: http://sapep.indiapost.gov.in:8080/irj/portal Login with employee ID and Password (Note: Never share your password for any reason)

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Applying Leave through Employee Portal  Open URL http://sapep.indiapost.gov.in:8080/irj/portal from browser or click on Employee Portal from SAP Login under HR Block  Login with user id and password  Choose Employee Self Services  For applying leave choose Leave Management option  Click on apply Leave  Provide information like  Type of Leave  From and To Dates (System will calculate no of days)  Address during leave  Permission to Leave Head Quarters  Substitute required or not  Now click on Check Button on top  Also attach any document if necessary System validates and a window will popup showing details of leave applied  Click on OK and then click on Send.

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OVERVIEW OF WORK FLOW Power on Server Start Database Server  Run Daily Sink Run High Sink

POS BO Super PO Begin & Counter Allocation  Receive & Supply Cash/Stamps/IPOs to Counter from F&A  Approve booked eMOs  Other ApprovalsPO Account SubmissionPO End POS Counter  Shift Begin Accept & Request Allocations  perform all types of Transactions & Product Sales Transfer Balance Shift End and Reports DPMS Open PO if not updated in SAP from Staff Scheduling System under HR Block and receive Mails and eMO and issue them to POSTMAN / BOs for Delivery. After taking returns and cash from postman if any do EOD Confirmation for each Postman. IPVS (Despatch) Counter Booked Articles & DPMS (Postman) Returned / Redirected Articles are dispatched to Mail Offices as per schedules through IPVS Option in POS Back Office. F&A All the Receipt and Payment figures of PLI, RPLI, POSB, Bills Paid etc., are entered through Voucher Postings individually or by CSI Utility Tool (for bulk upload). DO Cash Requests and Remittances based on the need. Daily Account generation: If DOP Cash is tallied with Physical Cash and POS Cash is 0 (Zero) Then generate SO Daily Account by Tcode ZFR_DAY_NEW

THANK YOU Prepared by C Siva Kabeer, PA, Gooty 515401

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