Complete Workflow of a SubOffice from Day Begin to Daily Account Generation

Complete Workflow of a SubOffice from Day Begin to Daily Account Generation

Complete Workflow of a SubOffice from Day Begin to Daily Account Generation

To Start the work in CSI SOFTWARES  First do the following:

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

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 BACK OFFICE  IPVS (for despatch of counter booked, postman &

     BO return/redirected mails)

 DPMS (for Delivery and MO Payments including BOs)

 F&A (all accounting work)

POS Back Office

Open “POS – Back Office” Programàgo to Po OperationsàClick PO Begin check Business date à Click Save.

Then go to Po operations menuà Click Counter AllocationàAlways choose Add button à Select user IDà select Counter NumberàSelect From Time and To Time (mostly to time as 23:59)àthen Click Assign

Receive cash from F&A and supply the same to counter using supply to counter menu.

Login into Point of sale Moduleàclick daily operationsàclick shift BeginàClick accept allocation and receive cash from Postal Back Office.

* 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

* Counter PA 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.

Likewise perform all type of transactions at Point of Sale module. After completing all the transactions at Point of sale at the end of the day do following procedures to do shift end at Point of sale

To do cash Transfer at Point of sale:

Note down the balance on hand of Point of saleàClick balance transferàCheck whether selection button is on POS TreasuryàClick Detailed viewàSelect Denomination as 1 RupeeàEnter AmountàClick Add MoreàClick Submit.

Receive cash submitted by Point of sale at Back Office module:

Go to PO operations MenuàSupervisor Approval àSelect cash entry lineàclick ApproveàApprove.

Approval of EMOs booked at Point of sale:

Go to PO operations MenuàMONEY ORDER Approvalà Select EMOà Click Approve

(Like wise approve all eMOs.)

(Take all the reports in reportsà click daily operationsàClick reports option)

SUBMIT  ACCOUNT  IN  POINT  OF  SALE:

Click daily operations àClick submit accountà Check receipts and Payment transactions in that summary shownàCheck Total Amount received and Total Amount Transferred as sameàClick Submit.

Approval of Submit account in Postal back Office Module:

Go to PO operations MenuàSupervisor Approval àSelect Submit account lineà click ApproveàApprove it.

SHIFT END AT POINT OF SALE:

Click daily operations àClick shift EndàA summary will be generated If you want to print it take print else close it automatically Point of sale will be logged out.        

                  Delivery and Postman Management System

SHIFT OPEN

Go to DOP MAIN SCREENàClick Staff Scheduling SystemàClick Post OfficeàClick EnteràClick Shift OpenàGive remarksàClick Ok (shift will be opened)

Delivering Accountable Mail

BAG RECEIVING

Under Accountable Mails Individual menuàClick Bag ReceiveàClick The Schedule ID Columnà Click EnteràEnter the BAG Number in the BAG ID ColumnàEnter WeightàClick EnteràA small legacy bag receive screen will appearàEnter From office ID as your RMS/ SORTING nameàclick Receive (likewise receive all the bags received at your office) Finally scroll down and click receive.

                                      BAG OPENING

Under Accountable Mails Individual menuàEnter the BAG ID in the BAG ID ColumnàClick EnteràScan the articles in the article Number columnàAfter Scanning all the articles àClick Submit.

(Before clicking submit check the physical count of Articles with RL List , confirm and then click submit)

NOTE:

In case any BPCOD/SPCOD/VPL/VPP /INSURED articles received for delivery it should be modified under the Option   ZART_UPLOAD.

ZART_UPLOAD:

Go to ZART_UPLOAD menu àScan Article NumberàSelect Article Type

If it is BPCODàselect Business Parcel

If it is SPCODà Select Inland Speed Post

If it is VPLà select Registered Letter

If it is VPPàselect Registered parcel

If it is insured articleà Registered letter/Parcel

After selecting article type do data entry like name , address, sender pincode then select       COD by tick marking it à enter E biller IDà Enter AmountàClick save data. (same procedure for all article types like SPCOD/VPL/VPP)

In case any Insured articles received After modification in Zart_Upload menu it should be verified by Supervisor.

Go to supervisor Approval menuàClick Insured article Verification MenuàClick Enter Menu all Insured articles received will be fetched below àselect the articles scroll down àclick Approve.

ISSUE TO POSTMAN ( ACCOUNTABLE MAILS)

Under Accountable Mails Individual menuàClick Issue to postmanàSelect beat IDàClick on Article Number Optionàscan all the articlesàFinally Click Save button at bottom of screenà Click Print Delivery Manifest à Delivery Slip of Postman will be generatedà Take print.

                  ISSUE TO POSTMAN  (e- MONEY ORDERS)

Printing of eMOs

Under eMO Mails IndividualàClick on View/Update Money Order LinkàClick EnteràAll the eMOs will be shown thereàSelect e-Money Order and Click on Print Button for Print.

(After Printing all the eMOs received àgo for invoicing of eMOs)

Invoicing of eMOs to Postman

Under eMO Mails IndividualàClick on Invoice to Postman LinkàSelect Beat ID àScan the eMO NumbersàClick EnteràAfter scanning all eMOs àclick Select allàClick on Save ButtonàClick  Print to Print eMO delivery slip.

SUPERVISOR APPROVAL FOR EMO CASH TO POSTMAN PROCESS

Under Supervisor ApprovalàClick on  Supervisor Approval eMO àclick on enter buttonàDetails of all the beats and the total amount of the eMOs issued to the beat will be displayedàSelect the Beat Number to be approved and click on Approve Button.

(data saved successfully message will appear)

PROCESS OF ISSUING CASH TO POSTMAN BEAT BY TREASURER

Under Treasury àClick on Cash payment to Postman optionàClick on Enter buttonàAll the Beats to which eMOs are invoiced will be displayedàSelect The Beat to be given cash and click on Cash to postman button.

PROCESS OF TAKING RETURNS OF ACCOUNTABLE ARTICLES

Under Accountable Mails Individual menuàClick Postman returnà Select Beat numberàClick Fetch buttonàscan the return article number àselect reason for non deliveryàreason typeàenter(do the same for all return articles)à click Save.

PROCESS OF TAKING RETURNS FROM POSTMAN BEAT (eMoney Orders)

Under eMO mails individualàclick on Return from postman optionàselect the beat IDàClick on Get data buttonàScan the eMO number at Non Delivery eMO Number columnàEnter the reason for non-delivery of the eMOs àclick enteràlikewise enter remarks for all return eMOsàClick Finish button and summary of eMOs delivered will be displayedàclick on OK button.

INVOICING ARTICLES TO BOS:

After bag receiving and bag opening af all accountable articles and after printing of eMOs sort BO articles and go to following steps :

BO INVOICING:

Under BO DeliveryàClick issue articles to BOsà Select Bo IDàSelect BO Employee IDàScan Articles in Article Number columnàafter scanning all articlesàSelect all and Click Save buttonà then Print delivery Manifest to send the list to BO.

BO RETURNS:

Under BO DeliveryàClick BO Article returnsàEnter PO ID ( Your SO facility ID)àSelect BO IDà Keep article type all to take all article type returnsàClick FetchàAll the articles invoiced to that BO and returns not taken articles will be displayedàIn the article Number Columnà scan the article number deliveredàselect check box of deliveredàClick enteràTake returns of all delivered articles in the same procedure and finally click save.

eMO BO INVOICING:

After taking print out of eMOs under view and update money order option Go to following steps:

Under BO DeliveryàClick Issue eMO to BOà à Select Bo IDàSelect BO Employee IDàScan eMOs in EMO Number columnàafter scanning all EMOsàSelect all and Click Save buttonà then Print delivery Manifest to send the list to BO.

eMO BO RETURNS:

Under BO DeliveryàClick EMO Returned for BOà Enter PO ID ( Your SO facility ID)àSelect BO IDà Click FetchàAll the EMOs invoiced to that BO and returns not taken articles will be displayedàIn the article Number Columnà scan the EMO deliveredàselect check box of payment DoneàClick enteràTake returns of all delivered articles in the same procedure and finally click save & Post.

WINDOW DELIVERY

Click Window Delivery for Accountable MailàScan Article Numberà Click ID Proof Document combo box and selct ID proof typeàClick ID Proof Number control. & Click PRINT button (article will be treated as delivered)

Issuing Ordinary Mails

Under Ordinary MailsàIssue To PostmanàSelect Beat IDà Enter Total No. of Ordinary articles to be issued to that beat àEnter Weight of total ArticlesàEnter the taxed amount to be collected by the postman concernedàClick Save.

Returns of Ordinary Mails:

Under Ordinary MailsàPostman ReturnsàSelect Beat noàClick Display EntriesàEnter count of delivered ArticlesàEnter the value of Postage Collected by Postman in Third columnà Click Save.

After taking all returns of Accountable articles / eMOS/ BO returns :

Go to DOP MAIN SCREENàClick DPMS Transactions and reportsàClick END OF DAY SUPERVISOR CONFIRMATION (NEW) àSelect Shift NoàSelect Batch IDàSelect beat IDàClick Enteràall the returns details of the beat will be displayedàScroll down the page and click save Button.

TREASURY SUBMIT ACCOUNT:

Under Treasury menuàTreasury Submit Account PostmanàSelect beat IDàClick Display SummaryàView the details and close it.

After completing all these works 

Go to DOP MAIN SCREENàStaff Scheduling Systemàgo to Time Sheet Entry and Set ClosureàSelect Post OfficeàClick EnteràScroll DownàSaveàScroll Downàclick Set Closeà Give RemarksàClick OK

India Post Visibility System (IPVS)- DESPATCH

Login through Postal Back Office Module

All the counter Booking articles will be fetched automatically for closing of bags, whereas the articles dealt at DPMS module for Postman/ BO/Redirection/Return  should be fetched through

To receive DPMS dealt articles:

IPVSàReturn & Redirect menuà Click Return & Redirect Recordsàdetails of articles will be fetched from DPMS module.

Insured Articles verification at IPVS:

Before going for closing of bags all the Insured articles booked at Counter should be verified by Despatch i.e., IPVS Supervisor throughàIPVSàCheck Insured Bag/ Articles à Click NormalàUnder Insured articles category select the articles àclick approve.

Closing Of Bags:

IPVSàClick Close bagàSelect Bag DestinationàSelect bag Typeà Click Create bagàScan articles one by one and after scanning all articlesà enter Bag Weightà click Close Bagà Scan Bag barcodeàThen Take print out of Manifest in IPVSà Print manifest/mail List option by giving bag number.

(In case if you close Insured bag , then Supervisor verification needs to be done at IPVSà Check Insured Bag/ Articles à Under Insured bags categoryàClick Normalà select the Bags àclick approve.

Despatch of Bags:

IPVSàClick dispatch bagsàSelect ScheduleàScan the Bag barcodeàEnteràAfter Scanning all the RL/PL/Speed Bags Finally Click Dispatch Button.All the bags will be dispatched.

(NOTE: Check IPVSàMark Pending Articlesà to see whether any articles remain un dispatched.)

F & A (Finance and Accounting)

Cash request by SO to HO:

Login as SO Treasurer/ in case of  C- Class SPM ID itself:      

 TCODE:   ZFFV50

Give amount requested àSelect Cash Request àClick Enter àClick on SaveàNote down the Document Number

(Login as Sub Office SPM (In C Class SOs same login), Check in Inbox for the document numberà Double Click to open the document àRelease the Document and Enter Remarks, Click tick mark  àThe request workflow will now move to HO)

Receipt of  Cash by SO supplied by HO:

Login as Sub Office SPM / SO Trr (In C Class SOs same login), Check in Inbox for the document numberà Double Click to open the document àPost the Document

*** Check TCB of  DOP cash (4867100010)à Enter Profit center IDà enter Dateà Click Execute.***

Cash request by BO to SO:

Login as SO Treasurer/ in case of  C- Class SPM ID itself:      

 TCODE:   ZFFV50

Enter the Profit Center of  BO for which cash to be requestedà Give amount requested Click enter in Key Board then only the Profit center name will change in screenàSelect Cash Request àClick Enter àClick on Save àNote down the Document Number

Check in Inbox of SPM itself  for the document numberà Double Click to open the document àRelease the Document and Enter Remarks, Click tick markàagain Click the Post button .

Now login as SO Treasurer /SPM (In C Class SOs same login) àGo to InboxàDouble Click the Document NoàClick Post.

CLOSING CASH BAGS TO BOs:

Go to TCB note the Document Number

Enter ZFI_CASHDENO  àEnter Document Numberà Enter Fiscal yearà Enter Denominationà Enter Cash Bag Weightà Enter Gram/Kilograms à Click Execute.

(Print the Cash Remittance memo for BO)

Again check for inbox to receive the BO cash à Double click the Document and Click post .The Cash will be updated in BO daily account in the receipt side of Daily Account as Cash in Transit and in SO daily account at payment side as Cash in transit.

EXCESS CASH TRANSFER FROM SO TO HO:

Login as SO Treasurer/ in case of  C- Class SPM ID itself:      

 TCODE:   ZFFV50

Give amount requested àSelect Excess Cash Transfer àClick Enter àClick on Save àNote down the Document Number

(Login as Sub Office SPM (In C Class SOs same login), Check in Inbox for the document numberà Double Click to open the document àRelease the Document and Enter Remarks, Click tick mark  àThe request workflow will now move to HO)

Again go to ZFI_CASHDENO à enter document number àEnter FISCAL YEARàenter DenominationàEnter WeightàEnter GRAM/KG à Click Executeàtake print out of Cash Remittance Memo.

EXCESS CASH TRANSFER FROM BO TO SO:

Login as SO Treasurer/ in case of  C- Class SPM ID itself:      

 TCODE:   ZFFV50

Enter BO Profit Center IDàGive amount requested à Click enter in Key Board then only the Profit center name will change in screen àSelect Excess Cash Transfer àClick Enter àClick on Save àNote down the Document Number

(Login as Sub Office SPM (In C Class SOs same login), Check in Inbox for the document numberà Double Click to open the document àRelease the Document and Enter Remarks, Click tick mark .

(Login as SO TRR or Sub Office SPM (In C Class SOs same login), Check in Inbox for the document numberà Double Click to open the document àClick post.

STAMP RECEIVING AT SO:

Login as SO Treasurer/ in case of  C- Class SPM ID itself:      

TCODE: MIGO

MIGOà click Enterà Select Place in storageàSelect material DocumentàEnter Document number intimated by HO in IndentàClick enteràAll the stamps details will be shown belowà Scroll downàclick Items OK buttonà Click Check at top of the screenà see whether document is OK message is coming at bottomà Then Click POST.

CHECKING STAMP / IPO BALANCE:

Login as SO Treasurer/ in case of  C- Class SPM ID itself

TCODE: MB52

MATERIAL:                             Leave Empty

PLANT:                          HO PLANT ID

STORAGE LOCATION: Select Your Office

Put Tick mark in NO ZERO STOCK LINES àSelect Non-Hierarchical RepresentationàClick Execute to see all the STAMP/IPO stocks available at Your Office.

SUPPLYING STAMPS TO BO:

Login as SO Treasurer/ in case of  C- Class SPM ID itself:      

TCODE: MIGO

MIGOà click Enterà Select Remove  in storageàSelect Othersà Enter BO name in Doc. Header Textà

MATERIAL:   select the material (i.e., Stamp) to be supplied

PLANT:          Enter HO Plant ID à(Click Enter in keyboard to fetch all details to right side)

Stor.Loc:         Select SO Name

In right side select the BO nameà Enter Quantity

Click    this next item buttonà enter the next category of stamp to be supplied

After entering all the stamp details to be supplied to BOs finally Click POST button

Note down the DOCUMENT NUMBER

TO RECEIVE STAMP AT BO :

SPM  /  SO TRR ITSELF WILL RECEIVE ON BEHALF OF BO

Login as SO Treasurer/ SPM in case of  C- Class SPM ID itself:      

TCODE: MIGO

MIGOà click Enterà Select Place in storageàSelect material DocumentàEnter Document number (Document number  noted while closing Stamp in Indent by you)àClick enteràAll the stamps details will be shown belowà Scroll downàclick Items OK buttonà Click Check at top of the screenà see whether document is OK message is coming at bottomà Then Click POST.

ACCOUNTING   FINACLE  /  MCCAMISH  /  BILLS PAID TRANSACTIONS BY TOOL

Make dataentry of all your SO figures and BO figures in CSI data entry Tool

Generate Txt file

UPLOADING    OF   TXT  FILE :

TCODE:    ZBF07

Select the Txt File generated through CSI TOOLà Select Background Optionà Click Execute

Documents for all transactions will be posted.

Now Check The TCB :       TCODE:   ZFBL3N

Enter G/L Account Number  as

4867100010   for DOP Cash TCB

4867100011   for POS cash  TCB

àEnter profit center Number of SOàEnter Dateà Click Execute.

POS cash TCB :    in case of  Point Of sale  / Finalce /  Mccamish transactions

DOP cash TCB:   in case of Bills paid Transactions / cash from HO / Excess cash to HO

 To Check Daily Account:       TCODE:     ZFR_DAY_NEW

àEnter profit center Number of SOàEnter Dateà Click Execute.