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” Programà go to Po Operationsà Click PO Begin check Business date à Click Save.
Then go to Po operations menuà Click Counter Allocationà Always choose Add button à Select user IDà select Counter Numberà Select From Time and To Time (mostly to time as 23:59)à then Click Assign
Receive cash from F&A and supply the same to counter using supply to counter menu.
Login into Point of sale Moduleà click daily operationsà click shift Beginà Click 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 saleà Click balance transferà Check whether selection button is on POS Treasuryà Click Detailed viewà Select Denomination as 1 Rupeeà Enter Amountà Click Add Moreà Click Submit.
Receive cash submitted by Point of sale at Back Office module:
Go to PO operations Menuà Supervisor Approval à Select cash entry lineà click Approveà Approve.
Approval of EMOs booked at Point of sale:
Go to PO operations Menuà MONEY ORDER Approvalà Select EMOà Click Approve
(Like wise approve all eMOs.)
(Take all the reports in reportsà click daily operationsà Click reports option)
SUBMIT ACCOUNT IN POINT OF SALE:
Click daily operations à Click submit accountà Check receipts and Payment transactions in that summary shownà Check Total Amount received and Total Amount Transferred as sameà Click Submit.
Approval of Submit account in Postal back Office Module:
Go to PO operations Menuà Supervisor Approval à Select Submit account lineà click Approveà Approve it.
SHIFT END AT POINT OF SALE:
Click daily operations à Click shift Endà A 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 SCREENà Click Staff Scheduling Systemà Click Post Officeà Click Enterà Click Shift Openà Give remarksà Click Ok (shift will be opened)
Delivering Accountable Mail
BAG RECEIVING
Under Accountable Mails Individual menuà Click Bag Receiveà Click The Schedule ID Columnà Click Enterà Enter the BAG Number in the BAG ID Columnà Enter Weightà Click Enterà A small legacy bag receive screen will appearà Enter From office ID as your RMS/ SORTING nameà click Receive (likewise receive all the bags received at your office) Finally scroll down and click receive.
BAG OPENING
Under Accountable Mails Individual menuà Enter the BAG ID in the BAG ID Columnà Click Enterà Scan the articles in the article Number columnà After Scanning all the articles à Click 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 à Scan Article Numberà Select Article Type
If it is BPCODÃ select Business Parcel
If it is SPCODÃ Select Inland Speed Post
If it is VPLÃ select Registered Letter
If it is VPPÃ select 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 Amountà Click 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 menuà Click Insured article Verification Menuà Click Enter Menu all Insured articles received will be fetched below à select the articles scroll down à click Approve.
ISSUE TO POSTMAN ( ACCOUNTABLE MAILS)
Under Accountable Mails Individual menuà Click Issue to postmanà Select beat IDà Click on Article Number Optionà scan all the articlesà Finally 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 Individualà Click on View/Update Money Order Linkà Click Enterà All the eMOs will be shown thereà Select e-Money Order and Click on Print Button for Print.
(After Printing all the eMOs received à go for invoicing of eMOs)
Invoicing of eMOs to Postman
Under eMO Mails Individualà Click on Invoice to Postman Linkà Select Beat ID à Scan the eMO Numbersà Click Enterà After scanning all eMOs à click Select allà Click on Save Buttonà Click Print to Print eMO delivery slip.
SUPERVISOR APPROVAL FOR EMO CASH TO POSTMAN PROCESS
Under Supervisor Approvalà Click on Supervisor Approval eMO à click on enter buttonà Details of all the beats and the total amount of the eMOs issued to the beat will be displayedà Select 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 à Click on Cash payment to Postman optionà Click on Enter buttonà All the Beats to which eMOs are invoiced will be displayedà Select The Beat to be given cash and click on Cash to postman button.
PROCESS OF TAKING RETURNS OF ACCOUNTABLE ARTICLES
Under Accountable Mails Individual menuà Click Postman returnà Select Beat numberà Click Fetch buttonà scan the return article number à select reason for non deliveryà reason typeà enter(do the same for all return articles)à click Save.
PROCESS OF TAKING RETURNS FROM POSTMAN BEAT (eMoney Orders)
Under eMO mails individualà click on Return from postman optionà select the beat IDà Click on Get data buttonà Scan the eMO number at Non Delivery eMO Number columnà Enter the reason for non-delivery of the eMOs à click enterà likewise enter remarks for all return eMOsà Click Finish button and summary of eMOs delivered will be displayedà click 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 Deliveryà Click issue articles to BOsà Select Bo IDà Select BO Employee IDà Scan Articles in Article Number columnà after scanning all articlesà Select all and Click Save buttonà then Print delivery Manifest to send the list to BO.
BO RETURNS:
Under BO Deliveryà Click BO Article returnsà Enter PO ID ( Your SO facility ID)à Select BO IDà Keep article type all to take all article type returnsà Click Fetchà All the articles invoiced to that BO and returns not taken articles will be displayedà In the article Number Columnà scan the article number deliveredà select check box of deliveredà Click enterà Take 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 Deliveryà Click Issue eMO to BOà à Select Bo IDà Select BO Employee IDà Scan eMOs in EMO Number columnà after scanning all EMOsà Select all and Click Save buttonà then Print delivery Manifest to send the list to BO.
eMO BO RETURNS:
Under BO Deliveryà Click EMO Returned for BOà Enter PO ID ( Your SO facility ID)à Select BO IDà Click Fetchà All the EMOs invoiced to that BO and returns not taken articles will be displayedà In the article Number Columnà scan the EMO deliveredà select check box of payment Doneà Click enterà Take returns of all delivered articles in the same procedure and finally click save & Post.
WINDOW DELIVERY
Click Window Delivery for Accountable Mailà Scan Article Numberà Click ID Proof Document combo box and selct ID proof typeà Click ID Proof Number control. & Click PRINT button (article will be treated as delivered)
Issuing Ordinary Mails
Under Ordinary Mailsà Issue To Postmanà Select Beat IDà Enter Total No. of Ordinary articles to be issued to that beat à Enter Weight of total Articlesà Enter the taxed amount to be collected by the postman concernedà Click Save.
Returns of Ordinary Mails:
Under Ordinary Mailsà Postman Returnsà Select Beat noà Click Display Entriesà Enter count of delivered Articlesà Enter 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 SCREENà Click DPMS Transactions and reportsà Click END OF DAY SUPERVISOR CONFIRMATION (NEW) à Select Shift Noà Select Batch IDà Select beat IDà Click Enterà all the returns details of the beat will be displayedà Scroll down the page and click save Button.
TREASURY SUBMIT ACCOUNT:
Under Treasury menuà Treasury Submit Account Postmanà Select beat IDà Click Display Summaryà View the details and close it.
After completing all these works
Go to DOP MAIN SCREENà Staff Scheduling Systemà go to Time Sheet Entry and Set Closureà Select Post Officeà Click Enterà Scroll Downà Saveà Scroll Downà click Set Closeà Give Remarksà Click 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:
IPVSà Return & Redirect menuà Click Return & Redirect Recordsà details 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 throughà IPVSà Check Insured Bag/ Articles à Click Normalà Under Insured articles category select the articles à click approve.
Closing Of Bags:
IPVSà Click Close bagà Select Bag Destinationà Select bag Typeà Click Create bagà Scan articles one by one and after scanning all articlesà enter Bag Weightà click Close Bagà Scan Bag barcodeà Then 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 categoryà Click Normalà select the Bags à click approve.
Despatch of Bags:
IPVSà Click dispatch bagsà Select Scheduleà Scan the Bag barcodeà Enterà After Scanning all the RL/PL/Speed Bags Finally Click Dispatch Button.All the bags will be dispatched.
(NOTE: Check IPVSà Mark 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 à Select Cash Request à Click Enter à Click on Saveà Note 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 à Release the Document and Enter Remarks, Click tick mark à The 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 à Post 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 screenà Select Cash Request à Click Enter à Click on Save à Note down the Document Number
Check in Inbox of SPM itself for the document numberà Double Click to open the document à Release the Document and Enter Remarks, Click tick markà again Click the Post button .
Now login as SO Treasurer /SPM (In C Class SOs same login) à Go to Inboxà Double Click the Document Noà Click Post.
CLOSING CASH BAGS TO BOs:
Go to TCB note the Document Number
Enter ZFI_CASHDENO à Enter 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 à Select Excess Cash Transfer à Click Enter à Click on Save à Note 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 à Release the Document and Enter Remarks, Click tick mark à The request workflow will now move to HO)
Again go to ZFI_CASHDENO à enter document number à Enter FISCAL YEARà enter Denominationà Enter Weightà Enter GRAM/KG à Click Executeà take 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 IDà Give amount requested à Click enter in Key Board then only the Profit center name will change in screen à Select Excess Cash Transfer à Click Enter à Click on Save à Note 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 à Release 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 à Click 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 storageà Select material Documentà Enter Document number intimated by HO in Indentà Click enterà All the stamps details will be shown belowà Scroll downà click 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 à Select Non-Hierarchical Representationà Click 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 storageà Select Othersà Enter BO name in Doc. Header TextÃ
MATERIAL: select the material (i.e., Stamp) to be supplied
PLANT: Enter HO Plant ID Ã (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
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 storageà Select material Documentà Enter Document number (Document number noted while closing Stamp in Indent by you)à Click enterà All the stamps details will be shown belowà Scroll downà click 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
à Enter profit center Number of SOà Enter 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
à Enter profit center Number of SOà Enter Dateà Click Execute.
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