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3 meghdoot user manual1 3 meghdoot user manual1 Document Transcript

  • Meghdoot User Guide-operatorPo s ta l T r a i ni ng Ce nt re M YS O R E - 5 7 0 0 1 0
  • 2 INDEXSerial Topic Page NoNo1 Introduction 32 Point of Sale 4 - 443 Despatch 45 – 504 Postman & IPS web client 51 – 905 Sub accounts 91 – 1056 Treasury 106 – 1377 SB cash 138 – 1468 Accounts MIS 147 - 149
  • 3IntroductionMeghdoot software is designed and maintained by Centre for Excellence in Postal Technology,PTC, Mysore. It is designed to work in Microsoft Windows network with SQL Se rver as theRDBMS. The first version of Meghdoot was released in the year 1998 with the roll out ofMeghdoot Point of Sale and later on all the other modules were added. Now Meghdoot is acomprehensive module fully integrated and capable of being used b oth in SO and HO for allfront and back office transactions except savings bank transactions. The CEPT Mysore provideshelp desk services to handle any routine problems and other errors. Information about latestupdates and other events is posted in the website of PTC Mysore. The website ishttp://www.ptcmysore.gov.in.The current version of Meghdoot is version 6.6 with update 4. You should ensure that youroffice software is kept up to date with latest version and applied with latest patches. This willhelp you to use the latest options and eliminates errors of previous versions.Meghdoot is a bundle of the following modules, each catering to the specific operative needsof the Post office.  Point of Sale (counter automation module)  Postman (delivery branch automation module)  Despatch (helps generation of despatch list for accountable mail)  SB Cash (helps incorporating SB counter transactions in day‟s accounts)  Subaccounts (maintains accounts of subordinate office and manages remittances between the parent and subordinate offices)  Treasury (maintains transactions relating to cash/cheque/stamp inflow and outflow and generates day‟s account – SO daily account/HO summary)  MO compilation (used in HO to compile HO/SO MO issue/paid transactions and generate fortnightly returns)  Accounts (automates accounts branch function of HO which include drawal of pay and other bills, maintenance of GPF account, generation of HO cash book etc.,)  Accountant PBS (automates schedule and pension branches of accounts branch)  Accounts MIS ( To viewing MIS reports derived out of Meghdoot data, in respect of all H.Os and S.Os)This guide is designed to help you understand the routine functions in all applications exceptthose relating to accounts branch functions and takes you through the flow of operationsrelating them to the transactions passing through the office.
  • 4 Point Of Sale ModuleUsers :There are four users in this application. According to the nature of work of the Post Office1. System Administrator.2. Supervisor3. Counter Operator (PA)4. IPO PA (Explained in a separate User manual)Login:The users of this application i.e. System Administrator, Supervisor and Counter Operator andIPO PA will login with their ow n Password .The Counter PA and IPO PA can login to theapplication only after the supervisor begins the shift and allocates the work to PA who has towork for that particular day.The following is the login screen in the application, where the user ha s to login w ith hisPassword. In the User Name box select the user name. Counter Operator has to select the Counter Number allotted to him and click on OK button to login. Once the login is successful the user will see Date and Time screen.Check the Date and Time show n by the Computer and if correct select OK. If any correction isrequired the Supervisor may do the correction and then select OK.
  • 5MAIN MENU OF COUNTER OPERATIONS:The picture shows the main menu. From the main menu you may select the item with the click of mouse or by pressing ALT and Underlined letter in the menu items. Eg. You may press ALT and letter I for selecting Inland Menu Item or click the mouse on Inland Mail Option. A pull down menu appears. In the pull dow n menu also there are underlined letters which you can select through keyboard or mouse. E.g. If you want to select Letters option under Inland Mail press letter L (which is underlined). You w ill get a submenu. To select Registered Letter item press L (which is underlined). You may also click on the items available on the desktop or use CLRL + specified Alphabet on the Desktop. Eg. Press CTRL + L for registered Letter or click on RL on desktop. List of the Shortcut keys for counter operations is given at the beginning of the book.INLAND MAILS: The following picture displays the options available under the Inland Mails. LETTERS:Letters option, has the selections as shown in the following picture.
  • 6INLAND REGISTERE D LETTER:To Open the screen Through keyboard: Press “CTRL” key + L Through mouse: Click on option “Inland Mails” on the Menu Bar and highlight the option “Letters”(see Picture 5) on the pull dow n menu and select “Registered Letter” on the sub menu and click . Now you get the booking screen.To Book the letter In the box “ Prepaid mode” Select “PS” mode if Postage stamps already affixed on the article by the customer, if postage paid through Franking Machine select FM, SS in case of service stamps. If no postage stamps are affixed on the article select blank space mode, , then press ENTER key to go to next field. If acknowledgement is attached then select AD by clicking mouse in check box or pressing space bar in key board In the box “Weight”, enter the weight of the article ( in grams ) if your computer is not connected to weighing scale. Amount to be collected is displayed in the Tariff calculation box. If acknowledgement is attached to the article, then In the box for acknow ledgement(AD) put a tick by using the spacebar or mouse In the box "Number of Articles" enter the number of articles to be booked (in case of bulk booking). For example, if ten articles are to be accepted at a time, the screen will replicate ten times. If only one article is t o be booked press ENTER key to go to next field. In the “To Address” portion enter the name and address of the addressee in the boxes provided. Type first few letters of the Post Office name in the required text box and press F8 key. Select the P.O. from the drop down list by using up and down arrow keys and press ENTER. PIN code will be displayed in field. click “Print” button or press ENTER key to print the receipt.
  • 7Bulk booking of artic les:- To ope n this screen, Please follow the RL bookingprocedure to get the booking screen. Observe the follow ing screen . If more than one artic le has to be booked(Bulk Booking), then e nter the numbe r of articles in the box “ Number of Articles”. Give other particulars. Then select PRINT. The booking screen will replicate that many times as you have mentioned the number of articles to be booked. Eg.4 times When you select PRINT option for the last article, total amount to be collected from the customer w ill be displayed as follows.In bulk booking there is provision for booking different types of transactions . For e.g. if acustomer comes for booking a Registered Letter, a Parcel and a Speed Post then- operator may select the booking screen for any one of the above articles. If the operator has selected Registered letter option to book the letter, in that screen he will select the Bulk Booking option and enter the total number of articles as 3. After booking the Registered Letter the same booking screen will replicate as the operator has entered 3 in the box „Total Number of Articles‟. Now for booking the Parcel he has to press Ctrl + P. After booking the Parcel he has to press Ctrl + S for booking the speed post article. At the end , Total Amount to be collected from the customer will be displayed. This fac ility is available for RL, RLAD, Parce l, Parcel AD and Speed Post
  • 8Error Note: All errors/omissions committed while booking the article will be displayed either in the „Tariff Calculation Requirement‟ box at the right hand side of the screen or whe n Print option is selected. Rectify the error or supply the omission as necessary. INLAND INSURED LETTER To Open the Screen  Through keyboard: Press CT RL key + I Or Press ALT + I. A pull down menu appears. Select option letters. Then press L - a sub menu appears in which, the option Inland Insured Letter to be selected.  Through mouse: Click on the option Inland mails on the menu bar, select the option Letters. A sub menu appears. Then select the option Insured letter and click.  Follow ing screen will appear, Now book the article. To Book Inland Insured Letter:  In the box “ Prepaid mode” Select “PS” mode if postage stamps already affixed on the article by the customer, if postage paid through Franking Machine select FM, SS in case of service stamps. If no postage stamps are affixed on the article select blank space mode, , then press ENTER key to go to next field.  In the box “ weight ”, enter the weight of the article in grams, if your computer is not connected to weighing scale. Amount to be collected is displayed in the Tariff calculation box .  In the box “ Insurance amount” enter the amount for which the article is insured. In case of currency notes, the Value should not be more than Rs. 20,000. In all other cases it should not exceed Rs. One lakh.  In the box “From address” enter the senders name and address.  In the box "Number of Articles" enter the number of articles to be booked.  In the “To Address” portion enter the name and address of the addressee in the boxes provided.  Type first few letters of the Post Office name in the required text box and press F8 key. Select the P.O. from the drop down list by using up and down arrow keys and press ENTER  click on “Print” button or press ENTER key to print receipt.
  • 9 INLAND REGISTERED BOOK PAC KET To Open the Screen  Through keyboard : Press CTRL + K or Press ALT + I. A pull down menu appears. In that menu, the option Letters is seen highlighted. Then press L - a sub menu appears in which the option Registered book packet is seen. Then press K.  Through mouse : Click on the option Inland mails on the menu bar. A pull down menu appears. Highlight the option Letters in the pull dow n menu. A sub menu appears. Then move to the option Registered book packet and click.  Now book the article. To Book the Inland Registered Book Packet : Re giste red lette r booking procedure is to be followed for booking the followingartic les. INLAND REGISTERED BOOK PACKET INLAND REGISTERED SAMPLE PACKET INLAND REGISTERED BOOK PACKET CONTAINING PRINTED BOOKS INLAND REGISTERED BOOK PACKET CONTAINING PERIODICALS. INLAND REGISTERED BLIND LITERATURE PACKET PARCEL Parcel option, has the selections as shown in the following picture.
  • 10INLAND REGISTERED PARCEL:To open the screen Through keyboard: Press CT RL + P Or Press ALT + I. A pull down menu appears using down arrow key select the option “Parcels”. Then press P a sub menu appears in which the option Registered Parcel and click on it. Through Mouse: Click on the option “Inland mails” on the menu bar. A pull down menu appears. Select the option “Parcels” in the pull down menu. A sub menu appears. Then move to the option “Registered Parcel” in the sub menu and click. You will get a screen to book the article as follows.To Book the Parcel In the box “ Prepaid mode” Select “PS” mode if postage stamps already affixed on the article by the customer, if postage paid through Franking Machine select FM, SS in case of service stamps. If no postage stamps are affixed on the article select blank space mode, , then press ENTER key to go to next field. In the Box "Weight”, enter the weight of the article in grams. If your computer is connected to weighing scale, weight appears automatically in the box soon you keep article on the scale and there is Tariff calculation box, which indicates the postage payable by the customer. Weight should not be more than 20 Kgs. In the box for acknowledgement put a tick by using the spacebar or mouse In the Box "By Air Mail", put a tick mark using the space bar or mouse if the parcel is to go by Air. If the parcel is to go only by Surface ignore this field and press ENTER key. In the box "Number of Articles" enter the number of articles to be booked. In the “To Address” portion enter the name and address of the addressee in the boxes provided. Type first few letters of the Post Office name in the required text box and press F8 key. Select the P.O. from the drop down list by using up and down arrow keys and press ENTER When “Print” button is enabled, press ENTER key to print the receipt.
  • 11SPEED POST:- Speed Post option, has the selections as shown in the following picture.INLAND SPEED POST:- To Open the Screen Through keyboard: Press “CT RL” + S Or Press “ALT” key + I, a pull down menu appears. Then press S. A sub menu appears in which the option “Speed Post” is available. Then press S again. Through Mouse: Click on the option Inland mails on the menu bar. A pull dow n menu appears. Select the option “Speed Post” in the pull dow n menu. A sub menu appears. Then move to the option “Speed Post” in the sub menu and click. You will get the following screen for booking the article.To Book the Speed Post article: Article number appears in the box is Barcode number. (EE000012383IN) appear automatically on Scan the Barcode, if computer is connected to a Barcode Scanner, otherwise enter the barcode number manually. In the box “ Prepaid mode” Select “PS” mode if postage stamps already affixed on the article by the customer, if postage paid through Franking Machine select FM, SS in case of service stamps. If no postage stamps are affixed on the article select blank space mode, , then press ENTER key to go to next field. In the Box "Weight”, enter the weight of the article in grams. Tariff will be displayed on the right indicates the amount to be collected from the customer. Weight should not be more than 20 Kgs.
  • 12 If acknowledgement (POD)is attached then select POD by clicking mouse in check box or press space bar in key board In the Box "City" enter the name of the City to which the Speed Post article is destined .by any one of the follow ing methods. i) through keyboard: Press the f irst alphabet in the name of the City and select the correct destination by us ing "down arrow " key. ii) through mouse: By clicking on the "Down Button" in the City Popup. In the box “f rom address” enter the name and address of the sender. In the box "Number of Articles" enter the number of articles to be booked (in case of bulk booking). For example, if ten articles are to be accepted at a time the screen w ill replicate ten times . If only one article is to be booked press ENTER key to go to next field. In the box “To Address” enter the address particulars w ith pin as is availab le on the article presented for booking. In the PO name field the details of Post offices are available in the city are displayed, you can select the particular delivery Post office. PIN code is compulsory to book the Speed post article. To get the PIN code, Type first fe w letters of the Post Office name in the require d text box and press F8 key. Se le ct the P.O. from the drop down list by using up and down arrow keys and press ENTER When “Print” button is enabled, press ENTER key to print the receipt.INLAND EXPRESS PARCEL:The following options are available under Express parcel .Inland Speed Post booking procedure is to be followed for booking the followingartic lesINLAND EXPRESS PARCEL (Retail)INLAND INS EXPRESS PARCELINLAND VP EXPRESS PARCELINLAND VP EXPRESS PARCEL
  • 13INLAND VALUE PAYABLEValue Payables option, has the selections as shown in the follow ing picture.INLAND VALUE PAYABLE LETTERTo Open the Screen Through keyboard: Press “CTRL” key + V Or Press “ALT” key + I, a pull dow n menu appears. Then press V. A sub menu appears in which the option “VP Letters” is available. Then press T.. Through Mouse: Click on the option “Inland mails” on the menu bar. A pull dow n menu appears. Select the option “Value Payable” in the pull dow n menu. A sub menu appears. Then move to the option “VP Letters” in the sub menu and click. Now you will get the following screen to book the article.
  • 14To Book the Inland Value Payable Letter: In the box “ Prepaid mode” Select “PS” mode if postage stamps already affixed on the article by the customer, if postage paid through Franking Machine select FM, SS in case of service stamps. If no postage stamps are affixed on the article select blank space mode, , then press ENTER key to go to next field. In the box “Weight”, enter the weight of the article ( in grams ). If your computer is connected to weighing scale, the weight of the article appears in the box soon you place the article on the weighing scale. Amount to be collected is displayed automatically in the tariff calculation box. Weight should not be more than 2 Kgs. In the box ”VP amount “ enter the value of the VP letter as declared by the sender on the article. The amount should not be more than Rs. 500/-. (Insurance is compulsory when VP value is more than Rs. 500/- except when the article contains Railways/Bills/Invoices etc. - There is separate option for booking of Insured VP letter). In the box “from address” enter the name and address of the sender. In the box "Number of Articles" enter the number of articles to be booked. In the “To Address” portion enter the name and address of the addressee in the boxes provided. Type first few letters of the Post Office name in the required text box and press F8 key. Select the P.O. from the drop down list by using up and down arrow keys and press ENTER When “Print” button is enabled, press ENTER key to print the receipt.Same procedure to be followed for booking the following articlesINLAND VALUE PAYABLE INSURED LETTERINLAND VALUE PAYABLE PARCELVALUE PAYABLE INSURED PARCELINLAND VALUE PAYABLE BOOK PACKETINLAND VALUE PAYABLE BOOK PACKET (PRINTED BOOKS)VALUE PAYABLE BOOK PACKETS (PERIODICALS)FOREIGN MAILS:The following picture displays the options available under Foreign Mails.
  • 15AIRMAIL:Airmail option has the selections as shown in the following picture.FOREIGN AIR MAIL REGISTERED LETTER: To Open the Screen Through keyboard: Press CT RL + F OR Press ALT + M. A pull down menu appears. Then press A. a sub menu appears in which the option “ Registered Letter” is available. Then press L. Through mouse: Click on the option “Foreign Mails” on the menu bar. A pull dow n menu appears. Select the option “Air Mail” in the pull down menu. A sub menu appears. Then move to the option “Registered Letter” and then click. Now you get the following screen for booking the article. Give the required information for booking. In the box “ Prepaid mode” Select “PS” mode if stamps already affixed on the article by the customer. If no postage stamps are affixed on the article select blank space mode, if postage paid through FM, SS in case of service stamps, then press ENTER key to go to next field
  • 16 In the box “ weight ” enter the weight of the article in grams. If computer is connected to weighing scale, the weight of the article appears in the box as soon as article is kept on the weighing scale. If acknowledgement is attached then select AD by clicking mouse in check box or press space bar in key board Amount to be collected is displayed automatically in the tariff calculation box. Weight should not be more than 2 Kgs. In the box “Country” enter the name of the country to which the article is destined by any one of the follow ing methods. i) Through keyboard: Press the f irst alphabet in the name of the Country and select the destination country by using “dow n arrow” key. ii) through mouse : By clicking on the “Dow n Button” in the Country Popup. In the box “Number of articles” enter the number of articles to be booked (in case of bulk booking). For example if ten articles are to be accepted at a time the screen will replicate ten times . If only one article is to be booked this field need not be entered. Press ENTER key to go to next field. In the box “To Address” enter the address particulars w ith pin as is available on the article presented for booking.  When “Print” button is enabled, press ENTER key to print the receipt.Same procedure to be followed for b ooking the following articlesREGISTERED AEROGRAM:FOREIGN (AIR MAIL) INSURED LETTER :FOREIGN (AIR MAIL) REGISTERED BOOK PACKET :FOREIGN (AIR MAIL) REGISTERED SAMPLE PACKET :FOREIGN (AIR MAIL) REGISTERED BOOK PACKET WITH PRINTED BOOKS/PERIODICALS:FOREIGN (AIR MAIL) BLIND LITERATURE PACKET :FOREIGN (AIR MAIL) REGISTERED PARCEL :FOREIGN (AIR MAIL) REGISTERED PARCEL AD :FOREIGN (AIR MAIL) INSURED PARCEL :
  • 17SEAMAIL:Seamail option has the selections as shown in the f ollowing picture.Same(Airmail) procedure to be followe d for booking the following articlesFOREIGN (SEA MAIL) REGISTERED LETTER:FOREIGN (SEA MAIL) REGISTERED LETTER AD:FOREIGN (SEA MAIL) INSURED LETTER:FOREIGN (SEA MAIL) REGISTERED BOOK PACKET :FOREIGN (SEA MAIL) REGISTERED SAMPLE PACKET :FOREIGN (SEA MAIL) REGISTERED PACKET WITH PRINTED BOOKS / PERIODICALS :FOREIGN (SEA MAIL) REGISTERED BLIND LITERATURE PACKET:FOREIGN (SEA MAIL) REGISTERED PARCEL :FOREIGN (SEA MAIL) REGISTERED PARCEL A D :FOREIGN (SEA MAIL) INSURED PARCEL :SPEED POST (International):Foreign Speed Post option has only one option ie., International Speed Post.
  • 18 Speed post booking procedure is to be followed to book the International speed postWith the following additional information  Select the destination country in the country field  The select the destination city from the city fieldSAL:- SAL has the following options.SAL REGISTERED PARCEL & SAL INSURED PARCEL :To Open the Screen Through keyboa rd: Press ALT + M. A pull down menu appears, then press L. Then a sub menu appears in which the option “Parcel” is available. Then press P. Through mouse: Click on the option “Foreign Mails” on the menu bar. A pull dow n menu appears. Select the option “SAL” in the pull dow n menu. A sub menu appears. Then move to the option “Parcel” and then click. Now enter the required information to book the article. Same(Airmail) procedure to be followe d for booking the SAL articles
  • 19FINANC IALS:The following picture displays the options available under Financials.MONEY ORDER:Money order option has the selections as shown in the following picture.ORDINERY MONEY ORDER:Opening the screen Through Mouse: Click on‟ Financials‟. From the pull down menu, click on money order and then again on sub menu Ordinary Money order. Through key board: Hold Control key down and press M Or Hold ALT key dow n and press F and then again choose Money Order from the highlighted bar or simply press M. Press O for Ordinary money order.
  • 20 Now you get the following screen to feed MO particulars.For booking the Money Order: If the customer is remitting more than one M.O together, select the option “More than one MO” by pressing Space bar. In case of single M.O press Enter key to go to next box. Enter the value of Money Order in the box, “M.O Value”. Enter the Office of Payment Type full or first few letters of the Post Office name in the required text box and press F8 key. Select the P.O. from the drop dow n list by using up and down arrow keys and press ENTER. Enter the name of the Payee in the box “Name”. The name of the payment office already displayed . Select mode of payment. Press ALT +Q to choose payment by Cheque and ALT +S for Cash In case mode of payment is by Cheque, furnish Cheque no., Cheque date and name of the Bank in the boxes provided. click on „Print‟ (or press ALT +P). In case customer decides before the receipts are printed, not to remit one of the M.Os, that specific M.O can be deleted by first selecting it by using UP and Down arrow keys and then clicking on Delete (or press ALT + D). To cancel the booking of all the M.Os click on Cancel (or press ALT + C)Note: Booking of Ordinary Money order is pe rmitted to non e MO offices. If a ny office is identified as eMO office , then e MO should be booked and ordina ry MO should not be booked.
  • 21Bulk MO Booking ( Booking of more tha n one a rtic le of same kind -- Availa ble for a ll kinds of Financial tra nsactions)Observe the follow ing screen where bulk booking of MO is shown.To book the Bulk Money Order: Enter the value of Money order in the box, “ M.O Value ”, and press Enter key. Enter the commission manually in the “Commission” box. Note that the details of calculation appear on the right side . Enter name of the remitter in the “Name” box. Enter the Post Office name and PIN code Then click OK buttonVALUE PAYABLE MONEY ORDER:For opening the screen : Through Mouse: Click on‟ Financials‟. From t he pull down menu, click on money order and then again on sub menu VPMO Through keyboard: Press ALT + F and then again choose Money Order from the highlighted bar or simply press M. Press P for VPMO. Give the particulars to book MO.SERVICE MONEY ORDER: (General – MOs to be booked for depart mental employees)For opening the screen Through Mouse: Left click on‟‟ Financials‟. From the pull down menu, click on Money Order and then again on sub menu Service MO. Through keyboard: Press ALT + F and then again choose Money Order from the highlighted bar or simply press M. Press V for Service MO. Give the particulars to book MO.
  • 22BRANCH OFF ICE MONEY ORDER:- For Rebooking the BO Money ordersFor opening the screen Through Mouse: Left click on‟‟ Financials ‟. From the pull dow n menu, click on money order and then again on sub menu BO Money order. Through keyboard: Press ALT + F and then choose Money Order from the highlighted bar or simply press M. Press B for BOMO. The following screen will appear.For booking the Branch Office Money Order: Enter the value of Money order in the box, “Value of Money order”. Note that the particulars of calculations of money orders are appearing on the right side. Press Enter key. Enter abbreviated name of B.O (not exceeding 3 letters) and B.O Receipt number, in the BO Rpt No. box. Enter the Office of Payment of the Money order in the box “Office of Payment“ , Enter the name of the Payee in the box “Name” Enter the Post Office name and PIN code manually or select by using Online Pincode.FOREIGN MONEY ORDER:The Foreign Money order facility is available for Nepal and Bhutan countriesonlyFor opening the screen Through Mouse: Click on‟ Financials‟. From the pull down menu, click on money order and then again on sub menu Foreign MO. Through keyboard: Press ALT + F and then choose Money Order from the highlighted bar or simply press M. Press F for Foreign MO. Give the required particulars and book the MO.
  • 23Ordinary Money order booking procedure is to be followe d.POSTAL LIFE INSURANCE:PLI option has the selections as shown in the following picture.PREMIUM:- For opening the screen Through mouse: Click on Financials and choose option “Postal Life Insurance” .Click on Premium. Through keyboard: Hold CTRL key down and press O. Or Press ALT key + F. Highlight the Postal Life Insurance option by using down arrow key and then press enter key. Press P. The following screen will appear.
  • 24From the above screen you can select Individual‟s Policy/Polic ies and Institutional Policies. Theabove screen is by default Single i.e., Individual‟s Policies. For activating Institutional Policiesselect INST PLI. In the Single Policy you can book more than one policy of an individualcustomer.For accepting premium : If the customer is making payment for more than one policy together, select the option “More than one Policy” by pressing Space bar. In case of single policy press Enter key to go to next box. If the payment made is yearly premium, select the option “Yearly Premium” by pressing the Space bar. Enter the Policy number in PLI Number box. Enter the name of the Policyholder in the Name box. Enter the period for w hich the premium is being paid in the F rom and To Month and Year boxes by activating the pull dow n menus. Enter the rate of premium in the ‟Rate of Premium‟ box. Note that the net amount to be collected appears automatically and so does the Rebate and / or default fee. Enter mode of payment (default it is by cash ). By pressing ALT +Q you can choose cheque mode. To choose cash, press ALT + S. In case, mode of payment is by Cheque, furnish Cheque no. , Cheque date and name of the Bank in the boxes provided. To cancel the transaction, click on „Cancel‟ (or press ALT +C).To print the receipt click on „Print‟ (or press ALT +P).
  • 25To accept premium payment of more than one Policy together : Select the option “More than one Policy” by pressing the Space bar. Enter the details of each Policy by following the above procedure. After entering the details of all the Policies of the customer, Click on Finish (or press ALT + F). A new window show ing the details of all the Policies you entered, will appear. Total number of Policies and Total amount to be collected from the customer can also be seen. Click on Print (or press ALT + P) to print receipts for all Policies. In case customer decides at this point not to pay for one of the Policies that specific Policy can be deleted by first selecting it by using UP and Down arrow keys and then clicking on Delete (or press ALT + D). To cancel the payment of all the Policies click on Cancel (or press ALT + C)In case of INST PLI the following screen will appear.For accepting premium : Click on the button “INST PLI”. Enter the name of the Institution. Enter the Total Premium Amount being paid. Enter the Default fee, if any. Amount to be collected appears in the box “Grand Total”. Enter the Number of Policies. Enter the Month and Year for which premium is being paid, by using Up and Down arrow keys. Enter mode of payment (default it is by cash ). By pressing ALT +Q you can choose cheque mode. To choose cash, press ALT + S. In case, mode of payment is by Cheque, furnish Cheque no. , Cheque date and name of the Bank in the boxes provided. To cancel the transaction, click on „Cancel‟ (or press ALT +C).To print the receipt click on „Print‟ (or press ALT +P).
  • 26PLI LOAN REPAYMENT:Select the Loan Repayment option either through Keyboard o r through Mouse. The follow ingscreen will appear for repaying the loan. In case customer decides before the receipts are printed, not to pay for one of the items, that specific item can be deleted by first selecting it by using UP and Dow n arrow keys an d then clicking on Delete (or press ALT + D). To cancel the payment of all the items, click on Cancel (or press ALT + C).UNCLASSIF IED RECEIPTS:For opening the screen of UCR: Through mouse: Click on Financials and choose option Unclassified Receipts Through keyboard: Hold CT RL key dow n and press U. Or press ALT + F. Highlight the Unclassif ied Receipts option by using down arrow key and then press enter key. You will get the following screen.
  • 27To accept unclassified receipts: If the customer is making payment for more than one item together, select the option “Bulk booking” by pressing Space bar. In case of single item of payment press Enter key to go to next box. Enter the name of the person in whose name the receipt is required in the name box. Enter the address of the person in whose name the receipt is being issued, in the Address box. Enter the amount in Amount box. Select the purpose for which the amount is being credited, from the list. Supervisor updates this list. More detailed description of the purpose can be entered in the box “Description”. Enter Registration number of NSC or KVP in the Registration No. box. This is applicable only in cases where NSC/KVP is being Pledged, Nomination is changed, or duplicate certificate is applied for. Select mode of payment (default it is by cash ). By pressing ALT +Q you can choose Cheque mode. To choose cash, press ALT + S. In case, mode of payment is by Cheque, furnish Cheque no. , Cheque date and name of the Bank in the boxes provided.To cancel the transaction, click on „Cancel‟ (or press ALT +C).To print the receipt click on „Print‟(or press ALT +P).To accept payment of more than one item together : Select the option “Bulk booking” by pressing the Space bar. Enter the details of each item by follow ing the above procedure. After entering the details of all the items relating to one customer, Click on Finish (or press ALT + F). A new window showing the details of all the items you entered, w ill appear. Total number of Transactions and Total amount to be collected from the customer, can also be seen. For accepting some more receipts click on Back (or press ALT +B)TELEPHONE REVENUE COLLEC TION:For opening the screen of TRC: Through mouse: Click on Financials and choose option Telephone revenue collection. Through keyboard: Hold CTRL key down and press T. Or press ALT + F. Highlight the Telephone Revenue Collection option by using dow n arrow key and then press enter key. The following screen will appear.
  • 28 For accepting Collections: If the customer is making payment for more than one Bill together, select the option “More than one Bill” by pressing Space bar. In case of single Bill press Enter key to go to next box. Enter the Type of bill by choosing from the Pull dow n menu Or by us ing Up and Dow n arrow keys. Enter the Telephone number for which payment is being made. Enter the Bill date. Enter the amount to be collected as available in the bill in Bill Amount box. Select mode of payment (default it is by cash ). By pressing A LT +Q you can choose Cheque mode. To choose cash, press ALT + S. In case, mode of payment is by Cheque, furnish Cheque no. , Cheque date and name of the Bank in the boxes provided. To cancel the transaction, click on „Cancel‟ (or press ALT +C).To print the receipt click on „Print‟ (or press ALT +P). To accept payment of more than one Bill together : Select the option “More than one Bill” by pressing the Space bar. Enter the details of each Bill by following the above procedure. After entering the details of all the Bills of the customer, Click on Finish (or press ALT + F). A new window show ing the details of all the Bills you entered, will appear. Total number of Telephone Bills and Total amount to be collected from the customer can also be seen. Click on Print (or press ALT + P) to print receipts for Bills. In case customer decides before the receipts are printed, not to pay for one of the Bills, that specific Bill can be deleted by f irst selecting it by using UP and Down arrow keys and then clicking on Delete (or press ALT + D). To cancel the payment of all the Bills click on Cancel (or press ALT + C)UNCLASSIF IED PAYMENTS:For opening the screen of UCR: Through mouse: Click on Financials and choose option Unclassified payments Through keyboard: Hold CT RL key down and press U. Highlight the Unclassif ied Receipts option by using dow n arrow key and then press enter key. You will get the following screen.
  • 29unclassified payments transactions: The below procedure is to be follow. Enter the name of the person in whose name the payment is made in the name box. Enter the address of the person in whose name the payment is being issued, in the Address box. Enter the amount in Amount box. Select the purpose for which the amount is being paid, from the list. Supervisor updates this list. More detailed description of the purpose can be entered in the box “Description”. Enter sanction memo number in the box. Sanction memo is must for unclassified payment . Select mode of payment (default it is by c ash ). By pressing ALT +Q you can choose Cheque mode. To choose cash, press ALT + S. In case, mode of payment is by Cheque, furnish Cheque no. , Cheque date and name of the Bank in the boxes provided. Then click ok button.SERVICE: This option is used to book the Inland Postal a rticle by Post offices, inwhich no postage stamp is necessary. And the article should bear the word “ OnPostal Se rvice”Service option has the selections as shown in the follow ing picture.ON POSTAL SERVICE:Under this option there are two options.  Booking of Inland Mails  Ordinary service MOTo open the screen: Through Keyboard. Press ALT + V .Press P and Respective underlined letter depending upon the article for booking.  Through Mouse. Click on Service. Select Postal and click on the required option.
  • 30IPO :- Counte r Sale :IPOs sale information in the Counter is entered in this screen.To Ope n the Scree n: Through Mouse: Click on IPO then select Counter Sale and click. Press Alt + I then press Alt + CTransactions Single IPO Sale Select the Denomination of the IPOs from the box. Enter the Number of IPOs sold. The Details of the IPOs for the corresponding den. automatically appear in the list Select the Prefix and Serial of the IPOs from which you want to make sale. The Total Amount to be Collected along with the Commission will appear in the Screen.
  • 31 More than one De nomination at a time If IPOs of more than one denomination has to be sold at a time then make a check in the box saying “More than one Denomination” by clicking it or using Space bar. Another list view will appear Select the details of the IPOs to be sold. That particular IPOs will come in the second list view. Click on Next to Select another denomination. Proceed in the same way so that the second IPOs details will be added to the list view along with the first one. Total amount to be collected will appear in the box. After completing all the procedures above Click on OK button to Save the transactions.IPO – Payment: To Ope n the Scree n: Through Mouse: Click on Financials. Select IPO then select Counter Payment and click. Press Alt + I followed by Alt + P then press Alt + Y Transactions: Select the Denomination and Date of issue from the boxes. Enter the Number of IPOs for which Payments are made. Click the Check box or Use Space bar , if any Stamps are affixed. Enter the Prefix and Serials in the boxes. Enter Remarks if any and Select the Option if Penal Commission is Paid. Click on Next or Press Alt + N. Click on Clear button or Press Alt + l to Cancel the entries made. If IPO of any other denomination has to be paid then Select the denomination and do all steps described above. Click on OK or Press Alt + O to Save the Entry(s).
  • 32REPORTS:The following picture displays the options available under the Reports Menu.TRANSACTION REPORTS:The Transaction Reports menu is having the following options.DETAILED TRANSACTION REPORTS:- (USERWISE-TRANSACTIONWISE)To open the screen: Through keyboard: Press ALT + R. Press T and then press D. Through mouse: Click on Reports Menu. Point to Transaction Reports and then select Detailed. You get the following screen.
  • 33 To obtain the Report: Select your name from the list of operator names. Select the service from the list of transaction types for which report has to be generated. Enter the date/shift period for which report has to be generated. Select the option “All transactions” to print a list containing all the transactions of that service selected. Select the option “Cancelled Entries” to print the list of transactions cancelled by the System Administrator. Select the option Screen if you want to view the report. For printing the report the option Printer may be selected. Click on OK (ALT + O) for viewing/printing the report.SUMMARY REPORT OF TRANSACTIONS :- (USERWISE-ALL TRANSACTIONS)To ope n the sc reen: Through keyboard: Press ALT + R. Press T and then press S. Through mouse: Click on Reports Menu. Point to Transaction Reports and then select Summary. The following screen will be displayed.
  • 34To obtain the Report: Select your name in the list of operator names. Enter the date for which report has to be generated. If the transaction report for a specific time period during the day is required, enter the “Time from” and “Time to” in the boxes provided. Select the report type as All Transactions/Cancelled Entries. Select the option Screen if you want to view the report. For printing the report the o ption Printer may be selected.  Click on OK (ALT + O) for viewing/printing the report.OTHER REPORTS:Other Reports has the following options.INLAND MAIL ARTICLES REPORT, FOREIGHN MAIL ARTICLES REPORT, UCR REPORTDIFFERENT MONEY ORDER REPORT, REPORT OF CHEQUES COLLECTEDTREASURY:- Cash to Treasure rCounter PA remits the cash he collected at the counter to Treasurer electronically using thisoption. The treasurer w ill acknow ledge it w hen the counter PA physically hands over the cashto him. Unless the Treasurer acknow ledges the cash will be show n against the counter PA.
  • 35To open User Screen:  Through Keyboard: Press ALT followed by Y and then press C.  Through Mouse: Click on Treasury menu and point to Cash Entry.  The following screen will appear.To enter the cash details:  Select the type of instrument from the 3 options- Cash, Stamps and Cheque.  In case of cash, select the denomination and enter the number of notes.  In case of stamps, select the category and denomination and enter the amount.  In case of cheques, select the bank and enter the cheque details.  Click on OK (or press Alt +O) to save the details.  Repeat the above steps till all the details of cash, stamps and cheques are entered. Details can be viewed in the box below.  Click on Finish to save and exit. To exit without saving, click on Cancel.Editing Cash Entry:You can edit the details of cash, stamps and cheques entered for submission to Treasurerbefore the Treasurer accepts the remittance.  Through Keyboard: Press ALT followed by Y and then press E.  Through Mouse: Click on Treasury menu and point to Cash Editing.  The following screen will appear.
  • 36To edit the cash details:  List of remittances entered appear automatically. Select the entry that needs modification.  Click on Select (or press Alt +S). Window w ith the details will appear.  Make necessary modif ications.  Click on Finish to save and exit.Cash from Treasure rCash received from the Treasurer has to be acknowledged for taking int o your account.  Through Keyboard: Press ALT followed by Y and then press R.  Through Mouse: Click on Treasury menu and point to Cash from Treasurer.To receive the cash from Treasurer:  The remittance entries made by the Treasurer w ill be displayed.  Select the one that you want to acknowledge. Click on Received to acknowledge it.  Repeat this process for all the entries.  Click on Cancel to close the screen.Debit Adjustments:Any payment vouchers (or cash) sent to other counters, have to be adjusted by using thisoption. Cash handed over by the counter PA to Supervisor during the off hours of Treasurerwill also be entered using this option. The amount will figure on the debit side of your accountonce the receiving user acknowledges the voucher or cash.  Through Keyboard: Press ALT followed by Y and then press D.  Through Mouse: Click on Treasury menu and point to Debit adjust ment.To enter the details:  Select the counter or Supervisor to whom cash/voucher is being given.  Enter the amount of cash or value of the voucher being given.  Enter the details of voucher in the box below.  Click on OK to save details.  Click on Cancel to close the screen.
  • 37Credit Adjustme nts:Any payment vouchers (or cash) sent by other counters to you, have to be adjusted by usingthis option. You need to acknowledge the receipt of the voucher before submission of account.  Through Keyboard: Press ALT followed by Y and then press R.  Through Mouse: Click on Treasury menu and point to Credit adjust ment.To enter the details of voucher rec eived from other counter PAs:  Select the counter from which cash/voucher is received.  Amount of cash or value of the voucher being received and details of the voucher will appear.  Click on Accept (or press Alt +A).  Click on Cancel to close the screen.V.P Adjustment:After a VP article is delivered, the post man will hand over the VP cash to the Treasurer.Counter PA receives the VPMO form and will book the VP money order for the delivered VP tocomplete the transaction. First book the VPMOs by using the VP MO booking window, which canbe opened by pressing CTRL + H. Thereafter adjust this amount as follows:  Through Keyboard: Press ALT followed by Y and then press V.  Through Mouse: Click on Treasury menu and point to VP adjust ment.To adjust VPs:  List of VPMOs to be booked for today will be displayed automatically  Select the VPMOs received by you from the list by clicking in the box before the entry.  Click on OK to save details.  Click on Cancel to close the screen.Add Transactions:This option is useful to enter the consolidated information of transactions pertaining to aservice newly introduced and for which separate window has not been provided in the Point ofSale. Supervisor has to first enter the name of the service before the operator can maketransactions. To open the window:  Through Keyboard: Press ALT followed by Y and then press T.  Through Mouse: Click on Treasury menu and point to Add Transactions.  The following screen will appear.
  • 38To add transactions:  Selec t the transaction type from the list by using Up and Dow n arrow keys  Select the transaction date.  Enter the period during which these transactions have taken place.  Enter the starting and ending receipt numbers.  Enter the total amount.  Enter the reasons for making batch entry.  Click on OK to save details.  Click on Cancel to clear the incorrect entries to make fresh entries  Click on Close to close the screen.To view the list of transactions entered:  Click on View tab (or press Alt + V). All the transactions entered so far will be displayedTo delete an incorrect entry:  Click on Delete tab (or press Alt + D). All the transactions entered so far w ill be displayed.  Select the entry to be deleted by using Up and Down arrow keys.  Click on delete button. A message box w ill appear.  Cick on Yes to confirm deletion.Submit Accounts:At the close of the shift the counter PA has to submit his account to his supervisor. Submissionof account is allowed only after the cash and cheques collected at the counter are hand ed overto Treasurer and he has acknow ledged the same. . Unless the account is submitted thecounter PA is not allowed to end his shift. Further, the transactions made by that operator willbe incorporated in HO Summary only after his account is verified a nd accepted by hissupervisor.To open the window:  Through Keyboard: Press ALT followed by Y and then press A.  Through Mouse: Click on Treasury menu and point to Submit Accounts.  The following screen will appear.
  • 39To submit account:  Your account with details of receipts and payments will be displayed.  Account is automatically adjusted once you submitted the cash to Treasurer and he has acknowledged it. Serial number allotted to your account is also displayed.  Click on Print button to submit your account and also print it simultaneously. A message will be generated in case you have not cleared the cash.Print Account:Your day‟s account can be printed after you have submitted your final account to yourSupervisor. To open the window:  Through Keyboard: Press ALT followed by Y and then press P.  Through Mouse: Click on Treasury menu and point to Print Accounts. To print your account:  Select the serial number of your account. This number is allotted when the Treasurer acknowledges electronically the cash handed over by you to him.  Click on Print (or press Alt + P).  Click on Cancel to close the screen.TOOLS:Shift End:Once the account is submitted and printed by the user, he should do the Shift End. Only aftermaking the shift end he will be able to print the reports. Shift end option will not be there, ifthe software is not connected to treasury in the network.To open:  Click on Tools->Shift End  Wait until shift end confirmation message appears.PINCODE ENQUIRY : This option will help you in getting correct Pincode for a PO. Type the name of the PO in the PO Name Box. Press F8. From the list that appears, note down the Pincode for the PO.To open the screen: Through Keyboard. Press ALT + T and press P. Through Mouse. Click on Tools menu. Select Pincode Enquiry and click.STATUS:To open the screen: Through Keyboard. Press ALT + T and press S. Through Mouse. Click on Tools menu. Select Status and click.
  • 40 The following screen will appear. The above screen shows the transactions booked in the counter and cash collected .Date of the report and the time at which it is taken are also available. The above report can also be viewed in the desktop itself by pressing Ctrl + F2 (which is last option in the list on desktop)STATISTICS:- To open the screen: Through Keyboard. Press ALT + T and press T. Trough Mouse. Click on Tools menu and select Statistics and click.A similar report as above will be printed but Receipt Number will not be available in the report.In case of MOs all kinds of MOs w ill be shown.CHANGING YOUR PASSWORD:It is advisable that you change your Password pe riodica lly.To open the screen : Through keyboard: Press ALT + T. Then press C. Through Mouse: Click Tools Menu and select Change Password. The following screen will appear.
  • 41To change the password: Your name appears in the User Name box automatically. Enter your current password in the box provided and press ENTER. The OK button is highlighted. Press ENTER (Or press ALT +O). Enter your new Password in the box “New Password”. Enter your new Password again in the box “Conf irm Password”. Press ENTER (Or press ALT +K) to give effect to your new Password.WEIGHING MACHINE: Weighing Machine has to be enabled whenever your computer is connected to an automatic weighing machine and weight is automatically read by the computer. To enable the weighing machine, click the option “Weighing Machine” under Tools Menu (Or Press ALT + T and then press W). Whe never we ighing machine is enable d a tick ( ) mark appears before this option. If you want to enter the weight of the article manually, you need to disable the weighing machine. To disable the weighing machine the tick ( ) mark before the option has to be removed by clicking it.BARCODE SCANNER : Barcode Scanner option has to be enabled, if your computer is connected to a barcode scanner and the number of Speed Post article is entered by scanning the preprinted barcode affixed on the article. To enable the Barcode Scanner for Speed Post articles/TRC, c lick the option under Tools Menu (Or Press ALT + T and then press B). Whenever Barcode Scanne r is enabled a tic k (  ) mark appea rs before this option. If you want to enter the number of the Speed Post article manually you need to disable the Scanner. To disable the Barcode Scanner the tick (  ) mark before the option has to be removed by clicking it.PRINTER OPTIONS.When you select this option the follow ing screen will appear.
  • 42Printers of different makes and types are used at the PO counters. Si milarly the size ofstickers and papers varies from Circle to Circle. Therefore, it is necessary to configureMeghdoot to the Printers used in your office in order to ensure proper printing of receipts andreports.To open the screen for printer options:Through Keyboard: Press ALT followed by T. Then press O to open the Printer Options window.Through Mouse: Click on Tools Menu and point to Printer Options.Receipt Printing set up: Measure the height of the sticker (in millimeters) and enter in the box. If you want that blank sticker(s) should come out along w ith the printed receipt to facilitate tearing of the printed portion, select the right option. Test the settings by clicking on “Test” (or press ALT + T). After you are satisfied with the settings, click on OK (or press ALT + O). Report Printing set up: Type the number of lines you want to have in a report page in Page Length box. E.g. 65, 50, Type the number of blank lines you want to have between the printed lines in the Record Spacing box E.g. 1,2. Click on OK button (or press ALT +O) to accept the settings or click the CANCEL button to cancel the changes made and to restore the default settings.CLOSE SCREEN AFTER T RANSACTION: This is an option, which can be selected or deselected by you as per the requirement in the counter. Whenever you finish booking an article in the counter, the booking screen will be closed and the Main Menu will appear. If you wish to retain the same booking screen even after booking one particular article, you may retain the same screen by deselecting this option. See Picture 4.53. This particular option is selected default in the menu. Selection is indicated by the Tick mark. If this option is selected, booking the screen will be closed after each transaction. But if it is convenient, you may retain the same booking screen for the next transaction. When you want to close the screen, select Cancel option. For example, if you have a long queue for the payment of TRC Bills, then you may deselect this option so that even after booking one bill in the counter, the TRC Booking screen will be retained on the monitor for next booking. You need not select TRC option again and again.DUPLICATE RECEIPT:Duplicate receipts can be issued only for the last transaction boo ked in the counter. Ifthe printout of receipt is not clear or spoilt then operator can select this option.
  • 43To open the screen: Through Mouse: Click on Tools Menu. Select Duplicate Receipts and click. Through Keyboard. Press ALT +T and press D. Select YES button, in the next dialogue box and duplicate receipt will be printed and the report for the day will contain at the end a list of Duplicate Receipts issued against the receipt Number . The follow ing picture shows , that portion of the report where the Duplicate Receipts list is displayed. Even in the receipt given to the customer it will be mentioned that it is a Duplicate Receipt.Help menu is having the follow ing options.MEGHDOOT HELP TOPIC S:- To open the screen: Through Keyboard. Press ALT H and press M. Through Mouse. Click on Help Menu. Select Meghdoot Help Topics and Click. . Click on Contents or Index to get the HELP. If you click on Counter Help , help for booking the transaction is available. If you select Help for Supervisor help related to supervisor becomes available. You can see those in the following pictures.
  • 44 Open the related topics by double clicking on the topics. You can also use the keyboard to open the topics. Select the topic by using arrow keys and press enter to open the books. By opening the related topics you will arrive at the help text. If you are not sure where to book certain type of articles you can select the FIND option ..EXIT:Exit has the following options available.LOGIN AS  While exiting fro m the application, if operator selects this option, he will get the Login Screen to login as different user. For example , in single hand office where SPM himself will be the Counter Operator and Supervisor , he can switch over as different user in exit option, by selecting this option.Exit to windows:If this option is selected to exit from the POS module.
  • 45 Despatch ModuleDespatch Program is separated from Point of Sale module. The user interface is entirelychanged in this new version. The working procedure in the package is explained below.This module is being used for despatch of accountable articles booked and received fromvarious sources at your office.Users and Login:- Use rsThere are two users in this application.1. Supervisor2. PA (Despatch).Login:The users of this application i.e. Supervisor and PA w ill login w ith their own Password. The PAlogin to the application and begins the shift for that particular day. The follow ing is the loginscreen in the application, will appearCheck the Date and Time show n by the Computer and if correct select OK. If any correction isrequired the Supervisor may do the correction and then select OK.
  • 46The following main menu screen will appear.Dispatch Ope rator options:Tools:- Shift BeginTo start the dispatch module, Operator has to make the shift begin.Data entry:- Articles From Other SourceArticles received through any other source may be entered into for the preparation ofDispatch List. This option may also be used to add the deposit articles into the package for thefirst time.Depends the Selection ( Option Button SO/BO and Other source ). You will get the SO/BO‟sname in Receipt side of Abstract.
  • 47Special Journal Articles:As and when Special Journal Articles are received, the data entry has to be done under thisoption. These articles will be included for the preparation of dispatch list after using the Fetcharticles option. Ownership of these received articles will be for the PA who has fetched them.Rece ipt:- from CounterUsing this option the Point of Sale counter articles/Other Source/Spl Journal are fetched intoDispatch module. Only those articles types which are selected under Bag Type configurationoption, will be fetched from Point of sale.Note : Make Sure that , Date and Time shown in the Date pic ker is correct or not. HVMOs has to be fetched separate ly.Fetch From Postman:The articles marked for dispatch in post man package , will be listed under this option, fo rselection into the dispatch module. Only those articles types which are selected under BagType configuration option, will be fetched from Post Man. Before fetching into the Dispatchmodule, individual articles details may be modified and updated. For example, if pin codes arenot there for certain articles, it may be furnished and data updated and then fetched.
  • 48Pre pare Option: Auto sorting This option is used to auto sort the article according to pin code wise. Select the type ofarticle and select the Bag name and click sort button. Auto sorting done by the system andclick close button.Pre pare Dispatc h Lists & Bag :-Under this option, you may prepare the Bundles, bags and HVMO list. All those articles whichare not included while preparing the dispatch list, will appear in Deposit option and it may beput into deposit under dispatch module. Deposit articles , may be used for transferring thewrongly fetched articles to other Dispatch PAs
  • 49Re port Options: Bundle/Dispatch List/Deposit Dispatch Lists: Under this option , you may print various dispatch lists which are prepared by the dispatch PA. Bundles Lists: Using this option, you may print RB , IB or any other bundle lists. Deposited Artilces Use this option, you can print the Articles which are kept in Deposit. HVMO Bundle If you make any HVMO Bundle, you can take print out of those Money Orders under this option HVMO List You can print HVMO Money Order list, by using this option.Abstract Reports:You may generate user w ise dispatch abstracts. Select Abstract type and abstract side, selectPrint option as screen and click OK button. Report will be appeared.
  • 50Shift End:Dispatch PA has to make the shift end after printing all the dispatch lists for his shift. If anyarticles are not dispatched and also not put into Deposit, list of such articles will appear tothis effect and those articles will be put into deposit
  • 51 Postman ModuleTo Login to Postaman  Click on Start  Select ProgramsMeghdoot Millennium  Click on Post man  Login screen will appear, select user name as PA and enter the Password and click OK button.The following screen will appear. The operator has the follow ing items in the main menu.Invoic ing Menu:This menu contains the following options  Registered Articles
  • 52  Parcels o Bags received o Articles for Delivery  Post sorting o Direct Delivery/Deposit o Diversion of Articles o Missent Articles o To BO o Despatch Articles in Deposit o Include in Delivery slip from Deposit  Money Order o Articles for Delivery  Post sorting o Direct Delivery/Deposit o Diversion of Articles o Missent Articles o To BO o Despatch Articles in Deposit o Include in Delivery slip from Deposit  Unpaid ArticlesInvoic ing Menu:Re giste red Articles Bags Received for registered a rtic les: The details of the Registered Bags Received everyday have to be entered using this option To open the window:  Using Key Board: Press CT RL+B or (Alt + I) followed by R and then B  Using Mouse: Click on Invoicing Menu and then select Registered Articles and click on Bags Received  The following screen will appear
  • 53To enter the details:  Indicate whether the bag you are opening is a due bag or an excess bag by selecting the appropriate option  If it is a due bag select the office of dispatch from the list using up and dow n arrow keys. If it is an excess bag enter the name of the office of dispatch in the box and select the set number by using up and dow n arrow keys.  Enter the Date of Dispatch  Enter the Number of RLs, RBs, ILs and IBs as entered in the registered list in the boxes below „Number Listed‟  Enter the Number of RLs, RBs, ILs and IBs actually received in the bag in the boxes below „Number Received‟  Click on OK to save the details  A window for entering the details of RBs and IBs will open  Enter the number of articles listed and number of articles actually received in the respective columns.  If there is a short/excess receipt, a separate window will open for making detailed error entry.  After making the error entry, click on OK to save the entry.
  • 54 To View the Details of the Bags entered:  Click on View tab (or Press Alt + V). A window show ing the details of the bags entered will appear.Articles for delivery – Post-Sorting for re giste red a rtic les:This menu is used for invoicing the Registered articles for generating the delivery slips. Forusing the Post-sorting option, the MOs have to be sorted beat wise first and the invoicingstarted.To open the screen:  With the mouse: Click on Invoicing, select Registered Articles – Articles for Delivery – Post-Sorting.  With the keyboard: Press CT RL+R or Alt +I followed by R, A and then S.  The following screen will appearTo make delivery slip for the post man:  Ignore the bulk addressee option and press Enter key.  Select the Beat number by using up and dow n arrow keys.  Select the article type from the list by using up and dow n arrow keys.  Enter the article number.  Enter the name of the booking office. If the Supervisor prepares a master of Cities and Post Offices, the data entry will be faster. The name of the Post Office or City will appear if you type first few characters and press up or dow n arrow key.  Enter the name of the addressee  If any charges have to be collected from the addressee, press space bar to select other charges.  Enter the details of the amounts to be collected from the addressee. Press Enter key or click on OK to save the details and to start data entry for the next article.  To make special delivery slip for bulk addressees:  Select „Bulk addressees‟ either by pressing space bar or by clicking in the check box before the option.  The list of bulk addressees will appear in the box on the right side.
  • 55  Select the bulk addressee from the list by using up and down arrow keys and then proceed with the data entry.To view the details of the articles entered:  Click on View tab or Press Alt +V. Select the beat number and click on Fetch.  Click on Summary tab or Press Alt +S to view the beat -wise number of all the articles entered so far.To delete an incorrect entry:  Click on Delete tab or Press Alt +D. A new window will open.  Select the beat number from the list and click on Fetch. Details of articles entered for that beat will appear.  Select the entry to be deleted by using up and down arrow keys and click on OK. A message box will appear. Click on Yes to confirm deletion.  Click on Close to close the window.Direct Delivery or De posit of Registe red articles:This option can be used in the follow ing cases.  To deliver an article to the customer in the Post office instantly.  To keep in deposit directly without giving to postman for window delivery.  To transfer the articles to respective beats on the next working day. This menu is useful for entering the articles meant for offices/establishments closed on the day articles are received. On the normal days the articles received in the afternoon can be entered on that day for delivery next day. These articles need not be entered again next day and will f igure automatic ally in the respective beat lists.To open the screen:  With the mouse: Click on Invoicing, select Registered Articles – Direct delivery / Deposit  With the keyboard: Press CT RL+R or Alt +I followed by R and then D.  The following screen will appear
  • 56 Select the option Receipts to enter the details of the articles received in the bags.  If you select the option „From Counter‟ the details of articles booked in the counters will be fetched. There after the beat number or bulk addressee has to be assigned for each one of them. The option w ill be enabled only when articles are booked in the counter for delivery in your office.  Select the right one from the options – „Next day‟, „Window deposit‟, „Deliver now ‟.  Select „Bulk addressees‟ if the articles for bulk addressees are listed. Or else ignore it.  Select the Beat number by using up and dow n arrow keys.  Select the article type from the list by using up and dow n arrow keys.  Enter the article number.  Enter the name of the booking office. If the Supervisor prepares a master of Cities and Post Offices, the data entry will be faster. The name of the Post Office or City will appear if you type first few characters and press up or dow n arrow key.  Enter the name of the addressee  If any charges have to be collected from the addressee, press space bar to select other charges.  Enter the details of the amounts to be collected from the addressee. Press Enter key or click on OK to save the details and to start data entry for the next article.To view the details of the articles entered:  Click on View button or Press Alt +V.To delete an incorrect entry:  Click on Delete button or Press Alt +D. A new w indow w ill open.  Select the entry to be deleted by using up and down arrow keys and click on OK. A message box will appear. Click on Yes to confirm deletion.  Click on Close to close the window.Missent Re giste red Articles:Enter the details of articles received missent for transfer to dispatch branch.
  • 57To enter the details of missent articles:  Enter the article number  Enter the office of booking  Enter the office of destination  Select the article type.  Click on OK to save the details.  Click on View tab to view the list of missent articles entered.To delete an article from the list:  Click on Delete tab.  Select the article to be deleted from the list by using Up and Down arrow keys.  Click on OK. A message box will appear. Click on yes to confirm deletion.  Click on Close to close the screen.
  • 58To BO (Re giste red Artic les):To open the screen:  With the mouse: Click on Invoicing - Registered articles – To BOs.  With the keyboard: Press Alt +I and R and then press T.  The following screen will appearTo enter the details of the articles for BOs:  Enter the article number.  Select the article type from the list.  Enter the office of booking.  Select the name of the Branch Office from the list.  Click on OK to save the details.To view the list of articles entered:  Click on View Tab (or press Alt +V).To delete an incorrect entry from the list:  Click on Delete Tab or press Alt +D.  Select the BO from the list for which the article was invoiced. Click on Fetch.
  • 59  Select the article to be deleted by using up and down arrow keys.  Click on OK. A message box will appear.  Click on Yes to confirm deletion.  Click on Close to close the window.Including the deposited registe red articles in de live ry slip:This menu can be used whenever an article kept in deposit, has to be transferred to thepost man for delivery to the customer.To open the screen:  With the mouse: Click on Invoicing - Registered articles – Include in Delivery slip f rom deposit.  With the keyboard: Press Alt +I and R and then press S.  The following screen will appearTo transfer the articles to delivery slip:  Select the bulk addressee or the beat number f rom the list and click on Fetch.  List of articles in deposit for that beat/bulk addressee based on the remarks will appear automatically in the window.  Select the articles to be transferred to delivery slip from the list. Click on „Select all‟ if all the articles have to be transferred.  Click on OK to save the details.To remove an article from the list:  Click on Remove Tab or press Alt +R.  Select the article from the list that needs to be deleted. Click on OK.  Click on OK to save the changes.  Click on Close to close the window.Parce l: Same procedure to be followed like Re giste red Lette rs except Pa rcel optionsMoney Orders : Money Orders Invoicing – Post-Sorting: This menu can be used for invoicing the MOs for preparation of delivery slip. The details of the Money Orders given to the Postmen for payment are normally entered in the Postman Book. Since it is not possible to print in the postman book, a provision is made in the application for printing the delivery slip for money orders also like RLs. For using the Post- sorting option, the MOs have to be sorted beat wise first and the invoicing started.
  • 60To open the screen:  With the mouse: Click on Invoicing, select Money Orders – Money Orders for payment – Post-Sorting.  With the keyboard: P ress Ctrl+M or Alt +I followed by M. Press M again and then S.  The following screen will appear.To make delivery slip for the post man:  Ignore the bulk addressee option and press Enter key.  Select the Beat number by using up and dow n arrow keys.  Select the MO type from the list by using up and down arrow keys.  Enter the MO number.  Enter the name of the booking office. If the Supervisor prepares a master of Cities and Post Offices, the data entry will be faster. The name of the Post Office or City will appear if you type first few characters and press up or down arrow key.  Enter the date of booking.  Enter the name of the payee & Enter the MO amount.  Select the Audit from the list.  Select the Audit month. The Audit name and month are found in the MO Oblo ng stamp.  Press Enter key or click on OK to save the details and to start data entry for the next MO.  To make special delivery slip for bulk addressees for payment through Pay order:  Select „Bulk addressees‟ either by pressing space bar or by clicking in t he check box before the option.  The list of bulk addressees will appear in the box on the right side.  Select the bulk addressee f rom the list by using up and dow n arrow keys and then proceed with the data entry.To view the details of the MOs entered:  Click on View tab or Press Alt +V. Select the beat number and click on Fetch.
  • 61  Click on Summary tab or Press Alt +S to view the beat -wise number of all the MOs entered so far.To delete an incorrect entry:  Click on Delete tab or Press Alt +D. A new window will open.  Select the beat number from the list and click on Fetch. Details of MOs entered for that beat will appear.  Select the entry to be deleted by using up and down arrow keys and click on OK. A message box will appear. Click on Yes to confirm deletion.  Click on Close to close the window.Direct payment or Deposit of Money Orders:This option can be used in the follow ing cases.  To pay a Money Order to the customer in the Post office instantly.  To keep MOs in deposit directly without giving to post man f or w indow delivery.  To transfer the Money Orders to respective beats on the next working day. This menu is useful for entering the Money Orders meant for offices/establishments closed on the day Money Orders are received. On the normal days the Money Orders received in the afternoon can be entered on that day for delivery next day. These Money Orders need not be entered again next day and w ill figure automatically in the respective beat lists.To open the screen:  With the mouse: Click on Invoicing, select Money Orders – Direct delivery / Deposit  With the keyboard: Press Alt +I followed by M and then D.  The following screen will appear .To view the details of the MOs entered:  Click on View button or Press Alt +V. Select the beat number and click on Fetch.  Click on Summary button or Press Alt +S to view the beat-wise number of all the MOs entered so far.
  • 62 Misse nt MOs Dispatch of MOs for BO, Diversion of MO Inc luding deposit MOs in delivery slip: Dispatch of MOs in deposit: For the above operations, procedure followe d for Re giste red Lette rs has to be followe d except selecting MO optionUnpaid Articles:The number of unpaid articles given to each postman and the due amount to be collected hasto be entered by the PA. The amount collected by the postmen also needs to be entered at thetime of accepting returns.To open the screen:  With the mouse: Click on Invoicing, select Unpaid articles.  With the keyboard: Press CT RL+U or Alt +I followed by U.  The following screen will appearTo enter the data:  Select the beat number from the list by using Up and Dow n arrow keys.  Enter the number of unpaid articles given for that postman.  Enter the amount due on these articles.  Click on view tab to view the det ails postman wise.To modify the details:  Click on Modify tab.  Select the postman by using Up and Down arrow keys.  The number of articles and due amount will appear in the respective boxes.  Make necessary modif ications.  Click on OK to save the changes.To delete incorrect entries:  Click on Delete tab.  Select the entry to be deleted by using Up and Down arrow keys.  Click on OK. A message box will appear. Click on yes to confirm deletion.
  • 63To enter the amount collected:  Click on Returns tab.  Enter the number of articles delivered and the amount collected over writing the default figures.  Click on OK to save the details.Returns menu: Under this menu the following options are available Returns -- Registe red Artic le: To open the screen:  With the mouse: Clic k on Returns menu and then select Registered articles.  With the keyboard: Press CT RL+W or Alt +R, followed by R again.  The following screen will appear To enter the details of the Postmen returns:  Select the beat number from the list and click on Fetch.  The articles given to the Postman for delivery will be displayed in the window.  Enter the number of the RL or select the article returned undelivered from the list by using up and down arrow keys and pressing Space bar. Press Enter key.  Select the reasons for non-delivery from the list and then press Enter key. The Focus will shift to the button `Undelivered‟. Press Enter key to go to the list again.  Enter the reasons for non-delivery for all the articles returned undelivered.  Click on `F inish‟. The articles that are not marked as undelivered w ill be treated as delivered.  A window showing the details of articles returned undelivered w ill appear. The numbers of articles delivered and undelivered w ill also be displayed. Click on OK to save the entries.  Click on `Modify‟ button to modify the incorrect entries.  Click on `View‟ button to have a view of the entries made.  To enter the details of articles for bulk addressees undelivered:
  • 64 Select bulk addressees either by pressing space bar or by clicking in the check box before the option. The list of bulk addressees will appear in the box on the right side. Select the bulk addressee from the list by using up and down arrow keys and click on Fetch. The articles sent to this addressee for delivery will appear in the w indow. The first article will be highlighted. Enter the reasons for non-delivery for all the articles returned undelivered by follow ing the above method. Click on Close to close the window.Money Order Returns:To open the screen:  With the mouse: Click on Returns and then select Money orders  With the keyboard: Press Ctrl+X or Alt +R followed by M.  The following screen will appearTo enter the details of the Postmen returns:  Ignore the bulk addressee option and press Enter.  Select the beat number fro m the list. Press Enter or click on Fetch.  The Money Orders given to the Postman for payment will be displayed in the window.  Select the MO returned unpaid from the list by using up and down arrow keys and press Enter
  • 65  Select the reasons for non-payment from the list and then press Enter key. The Focus will shift to the button `Unpaid‟. Press Enter key to go to the list again.  Enter the reasons for non-payment for all the MOs returned unpaid.  Click on `Finish‟. The MOs that are not marked as unpaid w ill be treated as paid.  Click on `Modify‟ tab to modify the incorrect entries.  Click on `View‟ tab to have a view of the entries made.  To enter the details of MOs for bulk addressees returned unpaid:  Select bulk addressees either by pressing space bar or by clicking in the check box before the option.  The list of bulk addressees will appear in the box on the right side.  Select the bulk addressee from the list by using up and down arrow keys. Press Enter key.  The MOs sent to this addressee for payment will appear in the window. The first MO will be highlighted.  Enter the reasons for non-payment for all the MOs returned unpaid by follow ing the above method & Click on Close to close the window.Parce l Re turns: Same procedure to be followed explained for the Registered Lette rsWindow delivery:This menu has the following options.  Registered articles  Parcels  Money OrderWindow De livery of Re giste red articles:To open the screen:  With the mouse: Click on Window delivery menu, select Registered Articles.  With the keyboard: Press Alt +W followed by R.  The following screen will appearTo print the delivery slip for window delivery:  Click on Print button. List of articles marked for window delivery will be displayed.  Select the articles to be delivered by using Up and Down arrow keys.  Click on OK to print the slip for obtaining aquittance of the customer.To enter the details of the articles delivered through window:  Ignore the `Bulk addressees‟ option and press Enter.
  • 66  All the articles marked for w indow delivery will be displayed on the screen.  Select the article delivered by using up and down arrow keys and click on `Delivered‟ or Press Alt +D.  If all the articles are delivered, click on `Select All‟ or Press Alt +S and then click on the button `Delivered‟.  Click on Close to close the window.  Details of the articles meant for bulk addresses can also be entered in the same manner after selecting the option `Bulk Addressees‟.Window De livery of Parce ls: Same procedure to be followe d explained for theRe giste red LettersWindow Payment Money orde r:To open the screen:  With the mouse: Click on Window Delivery and then select Money orders.  With the keyboard: Press Alt +W followed by M.  The following screen will appearTo print the delive ry slip for window payment:  Click on Print button. List of MOs marked for w indow payment will be displayed.  Select the MOs to be paid by using Up and Dow n arrow keys.  Click on OK to print the slip for obtaining aquittance of the customer.To enter the details of the MOs paid through window:  Ignore the `Bulk addressees‟ option and press Enter.  All the MOs marked for window payment will be displayed on the screen.  Select the MO paid by using up and down arrow keys and click on `Paid‟ or Press Alt +P.  If all the MOs are paid, click on `Select All‟ or Press Alt +S and then click on the button `Paid‟.  Click on Close to close the window.  Details of the MOs paid to bulk addressees at window can also be entered in the same manner after selecting the option `Bulk Add ressees‟.
  • 67BO Remarks: the following options are availa ble To mark the disposal of VPLs:  Select the name of the Branch Office from the list. Press Enter.  List of VP articles sent to the BO will be displayed.  Select the article delivered from the list by using up and down arrow keys and press Enter.  Select the option `Delivered‟ by clicking the button before the option or by pressing Alt +D. Press Enter.  Press Enter or click on OK to treat the VP article as delivered. A message box will appear. Click on Yes to confirm the delivery.  If any VP article is returned undelivered by the BO, the option `Dispatch‟ has to be selected for that article.  Click on View to view the list of all the VP articles sent to BO  Click on Modify or press Alt +M to modify the incorrect entries.  Click on Close to close the window. BO Remarks for Money Orde rs: To open the screen:  With the mouse: Click on BO Remarks and then select Money orders.  With the keyboard: Press Alt +B and M.  The following screen will appear
  • 68 To mark the disposal of MOs:  Select the name of the Branch Office from the list. Press Enter or click on Fetch.  List of MOs sent to the BO will be displayed.  Select the MOs paid from the list by using up and down arrow keys.  Against „Remark‟ select the option `Paid‟.  Press Enter or click on OK to treat the MO(s) as paid. A message box will appear. Click on Yes to confirm the payment.  If any MO is returned unpaid by the BO, the option `Dispatch‟ has to be selected for that MO.  Click on View to view the list of all the MOs sent to BO. To modify the incorrect remark:  Click on Modify or press Alt +M.  Select the name of the Branch Office from the list. Press Enter or click on Fetch.  List of MOs sent to the BO will be displayed along with the remarks given.  Select the entry that needs to be modified from the list by using up and down arrow keys and press Enter.  Modify the Remark.  Click on OK to save the changes. Click on Close to close the window.Re ports Menu:This menu contains the following options  Registered Articles  Parcels  Money OrderRe giste red Articles:- Delivery Slip: To open the screen:  With the mouse: Click on Reports and select Registered Articles.  Then select on Delivery Slip.  With the keyboard: Press Alt +R and then press R again. Press D to open Delivery Slip w indow.  The following screen will appear
  • 69 Note: For all the reports the above screen will appear for selection of date and other details.To view the Delivery Slip:  Enter the date for which the delivery slip is generated.  Select from the options the category of Delivery Slip. Select all options in case the delivery slips should contain all categories of Registered articles including VP and Insured.  Select the option All to generate Delivery slips for all beats. For printing the slip for only one beat, select the option Single and then select the beat number f rom the list.  Click on OK. A window will open displaying the delivery slip(s).  To print the delivery slip, click on File menu and then click on Print ( Ctrl+P).  Click on Close to close the window.
  • 70RL Spec ial Delivery Slip:To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on Special Delivery Slip.  With the keyboard: Press Alt +R and then press R again. Press S to open Special Delivery Slip w indow.To view the Special Delivery Slip:  Select the bulk addressee from the list by using up and down arrow keys.  Enter the date for which the delivery slip is generated.  Select from the options the category of special delivery slip. Select all options in case the delivery slips should contain all categories of Registered articles including VP and Insured.  Select the option All to generate special delivery slips for all bulk addressees. For printing the slip for only one addressee, select the option Single and then select the bulk addressee from the list.  Click on OK. A window will open displaying the special delivery slip(s).  To print the delivery slip, click on File menu and then click on Print (or Press Ctrl+P).  Click on Close to close the window.  Select the option All batches to generate dispatch list for all batches combined. For printing the dispatch list for the batch you are working in currently, select the option Current batch.  Click on OK. A window will open displaying the Dispatch Report.  To print the dispatch report, click on File menu and then click on Print ( Ctrl+P).  Click on Close to close the window.List of RLs De live red Through Window:To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on Window Delivery.  With the keyboard: Press Alt +R and then press R again. Press W to open Window Delivery screen.To view the List of RLs delivered through Window:  Enter the date for which the report is generated.  Select from the options the category of report. Select all options in case the list should contain all categories of Registered articles including VP and Insured.  Select the option All batches to generate report for all batches combined. For printing the report for the batch you are working in currently, select the option Current batch.  Click on OK. A window will open displaying the Report.  To print the report, click on File menu and then click on Print under the File menu (or Press Ctrl+P).  Click on Close to close the window.Registered Abstract:To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on Registered Abstract.  With the keyboard: Press Alt +R and then press R again. Press R to open Registered Abstract window.
  • 71To view the Registered Abstract:  Enter the date for which the Registered Abstract is generated.  Select the option „All batches‟ if the abstract has to be generated for the office as a whole combining all the batches. Select „current batch‟ if you want to generate abstract for your batch alone.  Click on OK. A message w ill appear indicating the position of returns. Click on „yes‟.  A window will open displaying the Registered Abstract for the transactions carried out so far.  To print the Registered Abstract, click on Print under the File menu ( or Press Ctrl+P).  Click on Close to close the windowRe giste r of VPLs received :To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on Register of VPLs Received.  With the keyboard: Press Alt +R and then press R again. Press V to open Register of VPLs received window.To view the Register of VPLs received:  Enter the date for which the VPL Abstract is generated.  Select the option „All batches‟ if the abstract has to be generated for the office as a whole combining all the batches. Select „current batch‟ if you want to generate abstract for your batch alone.  Click on OK. A message w ill appear indicating the position of returns. Click on „yes‟.  A window will open displaying the VPL Abstract.  To print the VPL Abstract, click on Print under the File menu(or Press Ctrl+P).  Click on Close to close the window.
  • 72List of Re giste red Articles in De posit:To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on Articles in Deposit.  With the keyboard: Press Alt +R and then press R again. Press A to open RLs in Deposit window.To view the List of RLs in deposit:  Enter the date for which the List is generated.  Select from the options the category of List. Select all options in case the report should contain all categories of Registered articles including VP and Insured.  Select the option „All batches‟ if the report has to be generated for the office as a whole combining all the batches. Select „current batch‟ if you want to generate report for your batch alone.  Click on OK. A message w ill appear indicating the position of returns. Click on „yes‟.  Click on OK. A window will open displaying the RLs in deposit.  To print the list of RLs in deposit, click on Print under the File menu (or Press Ctrl+P).  Click on Close to close the window.List of Re giste red Articles tra nsfe rred to Direct window deposit:To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on Direct window Deposit.  With the keyboard: Press Alt +R and then press R again. Press P to open Direct window deposit.To view the List of RLs entered for direct deposit:  Enter the date for which the List is generated.  Select from the options the category of List. Select all options in case the report should contain all categories of Registered articles including VP and Insured.  Select the option „All batches‟ if the report has to be generated for the office as a whole combining all the batches. Select „current batch‟ if you want to generate report for your batch alone.  Click on OK. A message w ill appear indicating the position of returns. Click on „yes‟.  Click on OK. A window will open displaying the RLs in direct deposit.  To print the list of RLs in deposit, click on Print under the File men u(or Press Ctrl+P).  Click on Close to close the window.List of Re giste red Articles tra nsfe rred to Sub-Accounts Bra nch:To open the screen:  With the mouse: Click on Reports and select Registered Articles and then click on To Sub Accounts Branch.  With the keyboard: Press Alt +R and then press R again. Press C to open Registered Articles for Sub Accounts Branch window.To view the List:  Enter the date for which the List is generated
  • 73  Select from the article types the category of List. Select all Types in cas e the List should contain all categories of Registered articles including VP and Insured.  Click on OK. A window will open displaying the List.  Indicate whether the list is to be generated for a single BO or for all BOs by clicking on the appropriate option. In case you have selected single BO, select the name of the BO from the list.  Select the option „All batches‟ if the report has to be generated for the office as a whole combining all the batches. Select „current batch‟ if you want to generate report for your batch alone.  To print the List, click on Print under the File menu(or Press Ctrl+P).  Click on Close to close the window.Money Order: MO Delivery Slip(MO- 3): The details of the Money Orders given to the Postmen for payment are normally entered in the Post man Book. Since it is not possible to print in the postman book, a provision is made in the application for printing the delivery slip for money orders also like RLs. To open the screen:  With the mouse: Click on Reports and select Money Orders and then click on Delivery Slip.  With the keyboard: Press Alt +R and then press M again. Press D to open Delivery Slip w indow.
  • 74To view the MO Delivery Slip:  Enter the date for which the MO delivery slip is generated.  Select the option „All‟ if slips have to be generated for all the beats in one go. In case you select „single‟ select the beat number from the list by using up and down arrow keys.  Click on OK. MO Delivery Slip will be displayed.  To print the MO delivery slip, click on Print under the File menu( or Press Ctrl+P).  Click on Close to close the window. Re garding entry of eMOs and ope rations will be ha ndle d separately in eEnabled Se rvicesMO Paid List:To open the screen:  With the mouse: Click on Reports and select Money Orders and select MO Paid and then click on List.  With the keyboard: Press Alt +R and then press M again. Press P and then L to open MO Paid List window.To view the MO Paid List:  Enter the date for which the MO Paid list is generated.  Select the option „list‟ or „consolidation‟ depending on what you want.  Select from the options whether the Paid List has to be generated for a your batch or for all batches by clicking on the appropriate option.  Click on OK. A window will open displaying the MO Paid list.
  • 75  To print the MO Paid list, click on Print under the File menu(or Press Ctrl+P).  Click on Close to close the window.MO Paid Consolidation:To open the screen:  With the mouse: Click on Reports and select Money Orders and select MO Paid and then click on Consolidation.  With the keyboard: Press Alt +R and then press M again. Press P and then C to open MP Paid Consolidation window.To view the MO Paid Consolidation:  Enter the date for which the MO Paid consolidation is generated.  Click on OK. A window will open displaying t he Consolidation.  To print the MO Paid consolidation, click on Print (or Press Alt +P).  In case you want to save the MO Paid consolidation as a f ile for printing subsequently or for printing by using a different computer. The file can be saved in the text format in a separate Directory you open for this purpose.  Click on Close to close the window.List of Money Orders to Dispatc h Branc h :To open the screen:  With the mouse: Click on Reports and select Money Orders and then click on Dispatch.  With the keyboard: Press Alt +R and then press M. Press H to open Dispatch list window.To view the Dispatch List:  Enter the date for which the dispatch report is generated.  Select from the options w hether the dispatch report has to be generated for your batch alone or for all batches by clicking on the appropriate option.  Click on OK. A window will open displaying the Dispatch Report.  To print the dispatch report, click on Print under the File menu(or Press Ctrl+P).  Click on Close to close the window.List of Money Orders Paid through Window:To open the screen:  With the mouse: Click on Reports and select Money Orders and then click on Window Payment.  With the keyboard: Press Alt +R and press M. Then press W to open Window Payment screen.
  • 76To view the List of MOs paid through Window:  Enter the date for which the List is generated.  Select from the options whether the list has to be generated for your batch alone or for all batches by clicking on the appropriate option.  Click on OK. A window will open displaying the Wind ow Payment List.  To print the window payment list, click on Print under F ile menu(or Press Ctrl+P).  Click on Close to close the window.Money order abstract:To open the screen:  With the mouse: Click on Reports and select Money orders and then click on M O Abstract.  With the keyboard: Press Alt +R and then press M. Press A to open MO Abstract window.To view the MO Abstract:  Enter the date for which the MO Abstract is generated.  Select the option „All batches‟ if the abstract has to be generated for the of fice as a whole combining all the batches. Select „current batch‟ if you want to generate abstract for your batch alone.  Click on OK. A message w ill appear indicating the position of returns. Click on „yes‟.  A window will open displaying the MO Abstract for the transactions carried out so far.  To print the MO Abstract, click on Print under the File menu(or Press Ctrl+P).  Click on Close to close the window.List of Money Orders in De posit:To open the screen:  With the mouse: Click on Reports and select Money Orders and then click on MOs in Deposit.  With the keyboard: Press Alt +R and then press M. Press M again to open MOs in Deposit window.To view the List of MOs in deposit:  Enter the date for which the List is generated.  Select from the options whether t he report has to be generated for your batch alone or for all batches by clicking on the appropriate option.  Click on OK. A window will open displaying the MOs in deposit.  To print the list of MOs in deposit, click on Print under F ile menu (or Press Ctrl+P).  Click on Close to close the window.List of MOs transfe rred to direct window deposit:To open the screen:  With the mouse: Click on Reports and select Money Orders and then click on Direct window Deposit.  With the keyboard: Press Alt +R and then press M. Press T again to open MOs transferred to direct Deposit window.
  • 77 List of Money Orders transfe rre d to Sub-Accounts Bra nch: To open the screen:  With the mouse: Click on Reports and select Money Orders and then click on Money Orders for BO.  With the keyboard: Press Alt +R and then press M. Press B to open Money Orders for Sub Accounts Branch window. Postmen Performance report in the payment of MOs: To open the screen: With the mouse: Click on Reports and select Money orders and then click on Performance report. With the keyboard: Press Alt +R and then press M. Press E to open Performance report window. To view the Performance report: Enter the period for w hich the Performance report is generated by entering „from date‟ and „to date‟. Click on OK. A window will open displaying the Performance report of post men beat wise in the payment of MOs. To print the Performance report, click on Print under the File menu(or Press Ctrl+P). Click on Close to close the window.Parce l Re ports: Same procedure to be follo wed expla ined for the Re giste red Letters
  • 78Other Re ports:Unpaid artic les Re port:To open the screen:  With the mouse: Click on Reports and select Other reports and then click on Unpaid articles.  With the keyboard: Press Alt +R and then press O and press U to open Unpaid articles window.To generate report of Unpaid articles:  Enter the date for which the account is generated.  Select the option All to generate report for all beats. For printing the account for only one beat, select the option Single and then select the beat number from the list.  Click on OK. A window will open displaying the deposit account.  To print the abstract, click on File menu and then click on Print (or Press Ctrl+P).  Click on Close to close the windowWindow De livery acquaitance list: Delivery slip for window delivery of RLs: To open the screen:  With the mouse: Click on Reports - Other reports - Window delivery aquittance list- Registered articles.  With the keyboard: Press Alt +R and then press O, W and R. To print the delivery slip for window delivery:  Click on Print button. List of articles marked for window delivery w ill be displayed.  Select the articles to be delivered by using Up and Down arrow keys.  Click on OK to print the slip for obtaining aquittance of the customer. Delivery slip for window payment of MO: To open the screen:  With the mouse: Click on Reports - Other reports - Window delivery aquittance list- Money orders.  With the keyboard: Press Alt +R and then press O, W and M. To print the delivery slip for window delivery:  Click on Print button. List of MOs marked for w indow payment will be displayed.  Select the MOs to be paid by using Up and Dow n arrow keys.  Click on OK to print the slip for obtaining aquittance of the customer. Delivery slip for window delivery of Pa rcels: To open the screen:  With the mouse: Click on Reports - Other reports - Window delivery aquittance list- Parcels.  With the keyboard: Press Alt +R and then press O, W and P. To print the delivery slip for window delivery:  Click on Print button. List of articles marked for window delivery w ill be displayed.  Select the articles to be delivered by using Up and Down arrow keys.  Click on OK to print the slip for obtaining aquittance of the customer.
  • 79Tools Menu: This menu contains the follow ing optionsEnquiry:The final disposal of an accountable article can be traced by using the Enquiry facility inMeghdoot Millennium Post man module. This feature is very useful for giving replies to theCustomers and to the references received from booking post offices.To Open:  With the mouse: Click on Tools and select Enquiry.  With the keyboard: Press Alt +T and then press E.To track an article:  Select the article type from the list.  Enter the article number.  Enter the name of the booking office.  Enter the name of the Addressee.  Indicate the period for checking by fixing the „from‟ and „to‟ dates.  Select the specific article type from the list by clicking in the relevant box.  Enter the available information.  Click on Find button. The booking details of all t he articles that match the description will be displayed.  Select the article to be tracked by using up and dow n arrow keys.  Click on Search button. A window show ing the disposal particulars will appear.
  • 80Corresponde nce:A provision is made for writing letters to the customers or to administrative authorities in theapplication.To open the screen:  With the mouse: Click on Tools and then select Correspondence.  With the keyboard: Press Alt +T and then O.To prepare a communication:  Draft a letter using the Editor.  This letter can be printed directly or saved as a text file in the Directory opened by you for this purpose.Click on `File‟, a pull down menu appears. Click on Exit to close the screen.Help:You may use Post man help option to go through the steps required for performing your task.Exit:Login As:This option will take you to login screenExit:This option will close the package. Important Note:For the DET Tool (A/C MIS client) to run successfully a nd theupdate office data appropriate ly in the central Se rver, the office while acceptingreturns should se lect the standard remarks, submit the accounts of a ll the postme nand perform day end. This should invaria bly ca rriedout by all the project a rrowoffices.
  • 81 IPS Web Client Inte rnational Postal Sysstem ( IPS) a web based application prescribed by UniversalPostal Union (UPU) is used for handling International mail. This application provides allinternational articles under the category of EMS, Registered Letters and Parcels . It alsoallows track and trace on postal articles and generate UPU standard postal documents. IPS Web Client is a web based application for updating the delivery details of foreignRegistered, Parcel and Speed Post articles. Foreign Registere d and Speed Post articles areinitially received at the designate Office of Exchange like Mumbai, Delhi, Kolkatta, Chennai orKochi foreign post offices. Article data will be captured at the above Foreign Post Offices andeither sent to the destination through Sub foreign post offices located at various circles ordirectly to the office of delivery. On receipt of articles at the office of delivery, all articles will be handled similar to anyother regd or speed post. Letters or parc els will be entrusted to postman and returns alsowill be taken in the postman module as discussed in the Meghdoot Postman Module. Oncompletion of returns PA has to log in to IPS Web Client and enter the delivery details of suchforeign articles.On entering the delivery or non delivery details of foreign articles, the customer can track thearticles anywhere in the world. It is important to note that India Post will generate revenuefrom the sender country only when delivery details of the articles from that count ry areuploaded in IPS Web Client. Hence it is important to upload the delivery details to ensure thatthe revenue on account of the transmission of articles received by India. • Web site and User Id and Password. – https://ipsweb.ptcmysore.gov.in/ipsweb • User Id is: IN(PINCODE) ie INXXXXXX • Password in123 IR section of Directorate or National system administrator will issue User ID and password for initial configuration of the PO into IPS Web to the Circle system AdministratorLOGIN to IPS WEB client
  • 82 • Start web browser & Access the internet . Enter the URL for IPS Web Client https://ipsweb.ptcmysore.gov.in/ipsweb • See the option in “Language” and select English • Login to IPS Web Client with user name assigned to you • Enter the password • Click on “Help” if required.Once you enter the User Id and Password you will get the below screenIt shows three icons-EMSLettersParcels
  • 83After taking returns in the postman module:  Collect undelivered article  Select record unsuccessful delivery option  A screen shown below will appear
  • 84On opening the screen fill the follow ing fields as per the actual data.  Feed the article number  Enter the reason for non delivery  Enter action to be taken  See the screen shown below.
  • 85 While opening the combo box of reasons you will get a number of standard reasons Select the correct reason(remark) as noted by the postman After selecting the correct reason click on Store (Save) button. So the data will be saved and it will be automatically updated. Follow ing two screens will enable you to understand the need for capturing the correct reason for non delivery
  • 86Select the actual reason for non delivery and click on store button
  • 87For feeding the details of delivered articles:  Login as operator w ith username and password  Select the category of articles  Select Inbound option  Select record final delivery option  Follow ing screen will appear.
  • 88For feeding the final delivery Event:  Click on Record final delivery  Enter the article number in the box specified  Enter the date and time  Enter the signatory name  Enter the office where article delivered  Click on add button  Finally click on store  See the screen below.
  • 89After entry of remarks as delivered or undelivered click on logout and exit from the web page.
  • 90 Sub accounts ModuleTo Login to Sub Accounts  Click on Start  Select ProgramsMeghdoot Millennium  Click on Sub Ac counts  Login screen will appear, select user name as PA and enter the Password and click OK button.  Check the Date and Time  Click on Ok Note: The users may be of two type.  PAs  Supervisor/Post master Supervisor and PA has separate menus which are explained in detail below.
  • 91PA’s MAIN MENU AND CONTENTS:The PA has the following items in the Main Menu.Data Entry:Under Data Entry you have the follow ing options.SO Daily account :Under this option you have to make the data entry of SO Daily AccountTo open the screen:  With mouse: Click on data entry and then select SO Other Transactions  With keyboard: Press Alt +D and then press O.To enter data:  Select the name of the Sub Office from the list by using up and down arrow keys  Select the daily account date. The due date is selected default.  Click on OK.  The following screen will appear
  • 92  The cursor w ill be found in the box against Letter postage. Enter the amount of Letter postage and press Enter.  The cursor will move to Cash from HO/CO. The amounts as noted in the SO daily account may be entered one after the other.  After entering all the Non-SB receipts click on OK (or press F8).  The total receipts other than SB will be displayed. Click on `Yes‟  If the amount displayed tallies w ith the figure noted in the SO daily account, to save the data. Click on `No‟ to go back to data entry form again to re -check the entries already made.  Once the details of Non-SB receipts are saved, the window for entering the details of payments other than SB will open. The details of the payments have to be entered in the same manner as the receipts.  Whenever an error is noted in the SO daily accounts, click on Error Entry button (or Press Alt +E). A new w indow w ill open where the details of the errors or irregularities noticed can be entered.  If the SO daily account contains a new type of transaction, which is not figuring in the list of transactions listed in the window, click on `New Item‟. A w indow for adding new column will open. Enter the name of the transaction in a short form in the box `New Column Name‟. Give the description of the transaction in the `Column Description‟. Click on OK to introduce the new column into the data entry window.  When total payments are correctly entered and saved, the window for selecting next SO will appear.  In case more than one daily account is received from the selected sub office, Click on `Addtl DA‟ button.  Enter the date of the additional daily account in the new window and click on OK.SO Slip Documents Sent:The Sub Accounts PA has to enter the details of documents sent to the Sub Office for printingthe same on the SO Slip.
  • 93To open the screen:  With mouse: Click on data entry and then select SO Slip-Documents sent.  With keyboard: Press Alt +D and then press D.To enter data:  Select the name of the Sub Office from the list by using up and dow n arrow keys. Click on OK. A blank window will open.  Enter the details of documents sent to that SO and click on `Close‟ (or press Alt +L).  After entering the details of documents sent to all the sub offices, click on `Cancel‟ (or press Alt +N) to close the window.SO Cash Bag We ight:Weight of cash bag sent to the Sub Office has to be entered for printing the same on the SOSlip.To open the screen:  With mouse: Click on data entry and then select SO Cash Bag Weight.  With keyboard: Press Alt +D and then press C.  The following screen will appear
  • 94To enter data:  Select the name of the Sub Office from the list by using up and down arrow keys.  Click on OK. A new w indow will open. This window shows the details of Cash sent to SO which is as follows  Enter the weight of the cash bag in grams. If weighing machine is connected to your computer, click on the button `Direct‟ to record the weight of the bag automatically. Click on `OK‟ (or press Alt +O).  After entering the weight of the bags sent to all sub offices, click on `Close‟ (or press Alt +C) to close the window.SO Stamp Bag Weight:Weight of stamp bag sent to the Sub Office has to be entered for printing the same on the SOSlip.To open the screen:  Click on data entry and then select SO Stamp Bag Weight.  A screen containing the names of SOs to which cash bags are closed by the treasurer will appear.To enter data:  Select the name of the Sub Office from the list by using up and down arrow keys.  Click on OK. A new window w ill open. This w indow shows the details of stamps sent to SO.  Enter the weight of the stamp bag in grams. If weighing machine is connected to your computer, click on the button `Direct‟ to record the weight of the bag automatically. Click on `OK‟ (or press Alt +O).  After entering the weight of the stamp bags sent to all sub offices, click on `Close‟ (or press Alt +C) to close the window.BO Daily Account:Under this option you have to make the data entry of BO Daily AccountTo open the screen:
  • 95  With mouse: Click on data entry and then select BO Daily Account  With keyboard: Press Alt +D and then press B.To enter data:  Select the name of the Branch Office from the list by using up and down arrow keys  Select the daily account date. The due date is selected default.  Click on OK.  The following screen will appear  The cursor w ill be found in the box against Letter postage. Enter the amount of Lette r postage and press Enter.  The cursor will move to Cash from HO/CO. The amounts as noted in the BO daily account may be entered one after the other.  After entering all the receipts click on OK (or press F8).  The total receipts will be displayed. Click o n `Yes‟  If the amount displayed tallies w ith the figure noted in the BO daily account, to save the data. Click on `No‟ to go back to data entry form again to re -check the entries already made.  Once the details of receipts are saved, the w indow for entering the details of payments will open. The details of the payments have to be entered in the same manner as the receipts.  Whenever an error is noted in the BO daily accounts, click on Error Entry button (or Press Alt +E). A new w indow w ill open where the details of the errors or irregularities noticed can be entered.  If the BO daily account contains a new type of transaction, which is not figuring in the list of transactions listed in the window, click on `New Item‟. A w indow for adding new column will o pen. Enter the name of the transaction in a short form in the box `New Column Name‟. Give the description of the transaction in the `Column Description‟. Click on OK to introduce the new column into the data entry window.  When total payments are correctly entered and saved, the window for selecting next BO will appear.  In case more than one daily account is received from the selected office, Click on `Addtl DA‟ button.  Enter the date of the additional daily account in the new window and click on OK.
  • 96BO Slip Docume nts Sent:The Sub Accounts PA has to enter the details of documents sent to the Branch Office forprinting the same on the BO Slip.To open the screen:  With mouse: Click on data entry and then select BO Slip-Documents sent.  With keyboard: P ress Alt +D and then press M.To enter data:  Select the name of the Branch Office from the list by using up and down arrow keys.  Click on OK. A blank window will open.  Enter the details of documents sent to that BO and click on `Close‟ (or press Alt +L).  After entering the details of documents sent to all the branch offices, click on `Cancel‟ (or press Alt +N) to close the window.BO Cash Bag Weight:Weight of the Cash Bag sent to the Branch Office has to be entered for printing the same onthe BO Slip.To open the screen:  With mouse: Click on data entry and then select BO Cash Bag Weight.  With keyboard: Press Alt +D and then press W.To enter data:  Select the name of the Branch Office from the list by using up and down arrow keys.  Click on OK. A new w indow will open. This w indow shows the details of cash sent to BO.  Enter the weight of the cash bag in grams. If weighing machine is connected to your computer, click on the button `Direct‟ to record the weight of the bag automatically. Click on `OK‟ (or press Alt +O).  After entering the weight of the cash bags sent to all the branch offices, click on `Close‟ (or press Alt +C) to close the window.BO Stamp Bag We ight:Weight of stamp bag sent to the Branch Office has to be entered for printing the same o n theBO Slip.To open the screen:  With mouse: Click on data entry and then select BO Stamp Bag Weight.  With keyboard: Press Alt +D and then press W.To enter data:  Select the name of the Branch Office from the list by using up and down arrow keys.  Click on OK. A new w indow will open. This window shows the details of stamps sent to BO.  Enter the weight of the stamp bag in grams. If weighing machine is connected to your computer, click on the button `Direct‟ to record the weight of the bag automatically. Click on `OK‟ (or press Alt +O).  After entering the weight of the stamp bags sent to all branch offices, click on `Close‟ (or press Alt +C) to close the window.  Click on Cancel to close the window.
  • 97Vie w: The View Menu contains the following options:  SO SB Data  SO Other Data  SO Closing Balance  SO Slip  BO SB Data  BO Other Data  BO Closing Balance  BO SlipSO SB Data:The PA can view the data for each SO and the total of each columns . Whenever SB PA wantsto tally SB Deposit figure available with them with the figure of Summary , the Summary PAmay open this view option and show the figures and the total figures.To open the screen:  With mouse: Click on View and then select SO SB Data  With keyboard: Press Alt +V and then press B.  Now the data will be there for view  Click on Close to come out .If any mistake is found , the PA can go the Data Entry menu selecxt the daily account andmake corrections in the required SO.SO Othe r Data:The PA can view the data for each SO and the total of each columns . Whe never Other branchPAs like Schedules, MO Paid etc. want to tally their figures available w ith them with the figureof Summary , the Summary PA may open this view option and show the figures and the totalfigures.To open the screen:  With mouse: Click on View and then select SO Other Data  With keyboard: Press Alt +V and then press D.  Now the data will be there for view  Click on Close to come out .If any mistake is found , the PA can go the Data Entry menu selecxt the daily account andmake corrections in the required SO.SO C losing Balance:To open the screen:  With mouse: Click on View and then select SO Closing Balance  With keyboard: Press Alt +V and then press C.  Now the data will be there for view  Click on Close to come out .
  • 98SO Slip:Before taking the print of SO Slip, the PA may confirm the correctness of entries which willappear in the print out.To open the screen:  With mouse: Click on View and then select SO Slip  With keyboard: Press Alt +V and then press S.  Select the name of the office which you want to view  Observe the contents of that slip  Click on Close of come outBO SB Data:The PA can view the data for each BO and the total of each columns . Whenever SB PA wantsto tally SB Deposit figure available with them with the figure of Summary , the Summary PAmay open this view option and show the figures and the total figures.To open the screen:  With mouse: Click on View and then select BO SB Data  Now the data will be there for view  Click on Close to come out .If any mistake is found , the PA can go the Data Entry menu selecxt the daily account andmake corrections in the required BO.To open the screen:  With mouse: Click on View and then select BO Other Data  Now the data will be there for view  Click on Close to come out .If any mistake is found , the PA can go the Data Entry menu select the daily account andmake corrections in the required BO.BO Closing Balance:To open the screen:  With mouse: Click on View and then select BO Closing Balance  Now the data will be there for view  Click on Close to come out .BO Slip:Before taking the print of BO Slip, the PA may confirm the correctness of entries which willappear in the print out.To open the screen:  With mouse: Click on View and then select BO Slip  Select the name of the office which you want to view  Observe the contents of that slip  Click on Close of come out
  • 99Printing:Printing Menu has the following options:SO Slip:To open the screen:  With the mouse: Click on Printing and select SO Slip  With the keyboard: Press Alt +P and then press S.  Select the Printer from the list. The default Printer is displayed in the box.  Select the name of the Sub Office by using up and down arrow keys and then click on Print (or Press Alt +P).  If more than one copy is required, the number of c opies may be modified accordingly.  The serial number of SO slip is displayed automatically.The following screen will appear. Click Print button, SO Slip will be printed.
  • 100Sub Office Summary SB:To open the screen:  With the mouse: Click on Printing and select Sub Office Summary SB  With the keyboard: Press Alt +P and then press B.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the SO Summary.  Click on Print (or Press Alt +P).Sub Office Summary Gene ral:To open the screen:  With the mouse: Click on Printing and select Sub Office Summary General.  With the keyboard: Press Alt +P and then press G.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the SO Summary.  Click on Print (or Press Alt +P).Sub Office Summary Transit:To open the screen:  With the mouse: Click on Printing and select Sub Office Summary Transit.  With the keyboard: Press Alt +P and then press T.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the SO Summary.  Click on Print (or Press Alt +P).Sub Office Summary Advance:To open the screen:  With the mouse: Click on Printing and select Sub Office Summary Advance.  With the keyboard: Press Alt +P and then press A.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the SO Summary.  Click on Print (or Press Alt +P).BO Slip:To open the screen:  Click on Printing and select BO Slip  Select the Printer from the list. The default Printer is displayed in the box.  Select the name of the Branch Office by using up and down arrow keys and then click on Print (or Press Alt +P).  If more than one copy is required, the number of copies may be modified accordingly.  The serial number of BO slip is displayed automatically.BO Summary SB:To open the screen:  Click on Printing and select B.O. Summary SB
  • 101  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the BO Summary.  Click on Print (or Press Alt +P).BO Summary Gene ral:To open the screen:  Click on Printing and select B.O. Summary General.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the BO Summary.  Click on Print (or Press Alt +P).BO Summary Transit:To open the screen:  Click on Printing and select B.O. Summary Transit.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the BO Summary.  Click on Print (or Press Alt +P).BO Summary Advance :To open the screen:  Click on Printing and select B.O. Summary Advance.  Select the Printer from the list. The default Printer is displayed in the box.  Select the paper size and print mode.  Enter the date of the BO Summary.  Click on Print (or Press Alt +P).Tools:Tools menu contains the following options:SO Error Entry:The Sub Accounts PA has to enter the details of errors and irregularities noticed while enteringthe data from SO daily accounts. These remarks w ill be printed on the SO slip after the sameare verified by the Supervisor.
  • 102To open the screen:  With mouse: Click on Tools and then select `SO Error Entry‟.  With keyboard: Press Alt +T and then press E.To enter data:  Select the name of the Sub Office from the list by using up and down arrow keys.  Click on OK. A new w indow will open. The errors noticed and recorded while entering the data from daily accounts received from that S.O., will appear in the window.  Enter the details of any other errors to be communicated t o that SO and click on `Close‟ (or press Alt +L).  After entering the details of errors of all the sub offices, click on `Cancel‟ (or press Alt +N) to close the window.SO Daily Account not received:To open the screen:  Click on Tools and select „SO Daily account not received‟  A list of SOs not having any transactions will be displayed. Select the offices from which daily accounts are not received by using Up and Dow n arrow keys and pressing the space bar.  Click on OK to save the details.BO Error Entry:The Sub Accounts PA has to enter the details of errors and irregularities noticed while enteringthe data from BO daily accounts. These remarks w ill be printed on the BO slip after the sameare verified by the Supervisor.To open the screen:  With mouse: Click on Tools and then select `BO Error Entry‟.  With keyboard: Press Alt +T and then press B.To enter data:  Select the name of the Branch Office from the list by using up and dow n arrow keys. Click on OK. A new window w ill open. The errors noticed and recorded w hile entering the data from daily accounts received from that B.O., will appear in the window.  Enter the details of any other errors to be communicated to that BO and click on `Close‟ (or press Alt +L).  After entering the details of errors of all the branch offices, click on `Cancel‟ (or press Alt +N) to close the window.BO Daily Account not received:To open the screen:  Click on Tools and select „BO Daily account not received‟  A list of BOs not having any transactions will be displayed. Select the offices from which daily accounts are not received by using Up and Dow n arrow keys and pressing the space bar.  Click on OK to save the details.Print to F ile:If printer is not attached to your PC or it has gone out of order, the reports can be generate din text format for printing later or on a different PC.
  • 103With the mouse: Click on Tools and select „Print to file‟. Or click on the tool button with printerimage.To Open:  With the key board: Press Alt +T and then press F.  When this option is selected, a tick mark w ill appear before this option and a red circle is displayed over the printer tool button. Printer w ill be disabled and any print orders executed will not go to the printer.  To enable the printer, click on the printer tool button with red circle.Help:This menu contains Sub Accounts help option.Help Menu:This menu contains the following options.  Sub Accounts Help  AboutSub Accounts Help:This option will give you the help on all options in the packageExit Menu :  Login As  Exit to Windows
  • 104 Treasury Module To Login to Treasury  Click on Start  Select Programs Meghdoot Millennium Click on Treasury  The following login screen will appear  Select your login name and type the password  Click on Ok  The Date and Time screen will appear. Conf irm the correctness and click on Ok.Note: In the Login Name , the name of the Supervisor and treasurers w ill appear. Dependingon the user level the main menu w ill appear. The Supervisor‟s and treasurer‟s menu areexplained below in detail
  • 105Users:Users are the treasurers and post master. This information is already given while configuringthe software. In future, when an existing treasurer/PM goes on leave or transferred or retired,the new users are to be added under this option.TREASURER‟S OPTIONS:- Receipts me nu: Follow ing options are available under Receipts menu . Counters: The counter PA will enter the details of cash/stamps/cheques to be transferred to treasurer under Point of sale package. Then the PA will bring the cash or cheque to the treasury branch. The treasurer under this option w ill receive such items. To receive:  Click on Receipts menu  Click on Counters  The following screen will appear  Select the name of Counter PA
  • 106  The detail entered by the Counter PA in Point of sale package will appear  Check the actual items brought by the PA .  If correct, click on OK If the denominations brought by the PA are not correct, the treasurer should not click on OK button. The PA has to mod ify the details in his computer, then the receipt has to be accounted as above. If the Counter asst. Box is empty , that means the PA has not entered the particulars of remittance to treasury under Point of Sale.Other Treasurers:Under this option, the treasure r will re ce ive the cash/stamps transferred by othe rtreasurers.To open this option:  Click on Receipts menu  Click on Other Treasurer  The following screen will appear  Select the Treasurer w ho has transferred the amount  Check the actual receipts from other treasurer w ith that appeared in the details window, if correct, Click on OK else ask the other treasurer to make corrections and then repeat the steps above to accept it.Branc h office receipts:When Cash/stamps/cheques are received from BOs, this option has to be used to enter theparticulars of the receipts.To open this option: The following screen will appear.  Click on Receipts  Click on Branch Office Receipts  Select the BO from the list  Click on OK
  • 107 Furnish the date of remittance from BO Select the mode of receipts Select the denominations sent Type the number of currency denominations received Click on Ok Select the next denomination, type the number and click on OK. Repeat it until all the denominations entered. Select the Mode of remittance „ Stamps‟ if there is a stamp bag sent from the BO. Select the category of stamp i.e. revenue or postage etc. Select the Stamps denomination Type the Amount Click on Ok. Repeat these steps until all the stamps denominations sent are entered. Select the Mode of Remittance „Cheque‟ if any cheques are sent from BO. Select the name of the Bank Type the Cheque Date Type the Prefix Type the cheque number Type the amount of cheque Click on OK . If more than one cheque is there, repeat the steps above and furnish the particulars of those cheques. Before clicking on Finish, check the details in the details window and check the total amount. If any data entry errors occurred, you can delete such items f rom the Details box. For that, click on the item that has to be modified and click on Delete button. Again add the correct details as explained above. Before clicking on Finish, if you click on Cancel button, you can come out without saving the details you have entered. Y ou may click on Cancel button, when you find that the BO name you have selected is wrong and you want to cancel the entries made and select the correct BO name. When all the details are correct click on Finish. Once you click on Finish, no modification can be done to those entries. In such cases approach the PM. The PM can delete the Receipts entered by the treasurer under Editing menu. And the treasurer has to reenter the correct figure as explained above.
  • 108Sub office receipts:When Cash/stamps/cheques are received from SOs, this option has to be used to enter theparticulars of the receipts.To open this option: The following screen will appear  Click on Receipts  Click on Sub Office Receipts  Select the SO from the list  Click on OK  Furnish the date of remittance from SO  Select the mode of receipts  Select the denominations sent  Type the number of currency denominations received  Click on Ok  Select the next denomination, type the number and click on OK. Repeat it until all the denominations entered.  Select the Mode of remittance „ Stamps‟ if there is a stamp bag sent from the SO.  Select the category of stamp i.e. revenue or postage etc.  Select the Stamps denomination  Type the Amount  Click on Ok. Repeat these steps until all the stamps denominations sent are entered.  Select the Mode of Remittance „Cheque‟ if any cheques are sent from SO.  Select the name of the Bank  Type the Cheque Date  Type the Prefix  Type the cheque number  Type the amount of cheque  Click on OK . If more than one cheque is there, repeat the steps above and furnish the particulars of those cheques.  Before clicking on Finish, check the details in the details window and check the total amount. If any data entry errors occurred, you can delete such items f rom the Details box. For that, click on the item that has to be modified and click on Delete button. Again add the correct details as explained above.  Before clicking on Finish, if you click on Cancel button, you can come out without saving the details you have entered. You may click on Cancel button, when you find that the SO name you have selected is wrong and you want to cancel the entries made and select the correct SO name.
  • 109  When all the details are correct click on Finish. Once you click on Finish, no modification can be done to those entries. In such cases approach the PM. The PM can delete the Receipts entered by the treasurer under Editing menu. And the treasurer has to reenter the correct figure as explained above.Postman Returns:The unpaid MO value and unpaid articles amount that has to be returned by the Postmanto the treasurer has to be accepted under this option.To open this option:  Click on Receipts  Click on Post man Returns  The following screen will appear  Select the name of the Post man from the list  Click on Ok  The following screen will appear  Select the mode of payment (Cash/Cheque)  Select the denomination from details of remittance  Type the number  Click on Ok  Repeat the above steps to furnish all denominations returned by the Postman  Check the details and total, click on Finish
  • 110 If you select the same post man name again, you w ill get Treasury Serial Number, in which the amount already received by the Post man w ill be shown. You can select the existing number and make modif ications if required. You may also select new option and enter the next returns from the same Post man. When cash is given for w indow payment of Money Orders, if any returns are to be made, that should be received under this option only.Bank Drawings:Whenever the cash is drawn from the bank, such re ceipts have to be entered unde rthis option.To ope n this option: The following screen will appear  Click on Rece ipts  Click on bank Drawings  Bank name will appear automatically (tra nsaction ba nk)  Se le ct the cheque numbe r from the list (the next cheque number will appea r automatically)  Type the amount drawn & C lick on Ok  Se le ct the currency denomination  Type the number  Click on Ok  Repeat the steps to e nter all curre ncy notes re ceiv ed from the ba nk  Check the details box and total amount.  Click on FinishOther office Receipts:The receipts from other offices like DTO Receipts, are to be added under this optionTo open this option:  Click on Receipts  Click on Other Office Receipts  The following screen will appear
  • 111  Select the other office transaction from the list. (These transactions are to be added by the PM under Master menu-„Other office Transactions‟  Type the RA number if available else leave it blank  Type the RA date if available else leave it blank  Type the total amount received  Type the details of the receipts  Click on Ok  Select the Mode of remittance  If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishOther Head Office Receipts:The receipts from other Head Post Offices are to be added under this optionTo open this option:  Click on Receipts  Click on Other Head Office Receipts  The following screen will appear
  • 112 Select the other head office or type the name of other head office Type the RA number if available else leave it blank Type the RA date if available else leave it blank Type the total amount received Type the details of the receipts Click on Ok The following screen will appear Select the Mode of remittance If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount Click on Ok Repeat the steps to enter all the denominations or details Check the details box and total box Click on finish
  • 113CSD Receipts:Stamps received from CSD , are to be entered under this option.To open this option:  Click on Receipts  Click on CSD Receipts  The following screen will appear  Select or type the name of the CSD  Type the Invoice number  Type the invoic e date  Click on Ok  The following screen will appear  Select the stamps category (postage, philately etc.)  Select the stamps denomination  Type the amount  Click on Ok  Repeat these steps to enter all stamps details w hich are received under that particular invoice  Check the details and total  Click on Finish
  • 114Sale of publications, MO Forms:The sale proceeds of publications received in the treasury f rom counters, are to be addedunder this option.To open this option:  Click on Receipts  Click on Sale of Publications, Mo Forms  The following screen will appear  Select the item name which is sold (If the item list is empty, that means the Receipt of publications, Mo Forms are not entered in the package or the stock is empty. T he items are to be added under the Tools menu – Receipt of Publications, MO Forms)  Type the number sold  Click on OK  Repeat the above steps to enter all the items sold  Check the details and total amount  Click on Finish  Select the currency denomination received from the PA  Type the number  Click on Ok  Check the details and total & Click on FinishRece ive cheques:The cheques that are transferred by other treasurers can be received under this option.To open this option:  Click on Receipts  Click on Receive c heques  The following screen will appear
  • 115  Select the treasurer who has transferred the cheques to you  Check the details with actual receipt.  Select the cheque items from the list (click on the check boxes)  Click Ok. (If the details are not correct don‟t click on Ok. Ask the other treasurer to correct the details in his computer and then accept it)Other Rece ipts:All other receipts that cannot be entered under above options, can be received under thisoption. For example, any UCR amount received in the treasury branch, the amount receivedfrom counter towards manual booking of transactions due to power failure or computerproblems, can be entered under this option.To open this option:  Click on Receipts  Click on Other Receipts  The following screen will appear  Select the type of transaction from the list (If any item is not there in the list, that can be added by the PM under Master menu- Add Receipt Head option)  Furnish the transaction Date and Time
  • 116  Receipt Fro m and Receipt To are required in case the amount is from counter towards manual booking of articles, else these boxes can be left blank  Type the amount  Type the remarks for the receipt  Click on Ok  Select the Mode of receipt  If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishPayments Menu:The Payments menu has the following options.Counters:The advance given to the Counter PA has to be entered here.To open the option:  Click on payments  Click on Counters  The following screen will appear
  • 117  Select the Counter number  Click on Ok  Select the Mode of Remittance  If cash , select the currency denomination. If Stamp, select the category of stamp a nd the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishOther Treasurer:The advance or any othe r cash transferred to othe r treasurer has to be e ntered he re.To open the option:  Click on Payments  Click on Other Treasurer  The following screen will appear
  • 118  Select the treasurer from the list and click on Ok  Select the Mode of Remittance  If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination.  If cash, type the number of currency not es. If stamp, type the amount.  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishBO Remitta nce Cash:To close the cash bag to BO, this option has to be selectedTo open this option:  Click on Payments  Click on Bo Remittance- cash  Select the name of the BO to which the bag is closed  Click on OK  The following screen will appear  For cash , select the currency denomination. If Stamps are also included in the same bag, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishBO Remitta nce – Stamps:To close the stamp bag to BO, this option has to be selectedTo open this option:  Click on Payments  Click on Bo Remittance- Stamps  Select the name of the BO to which the bag is closed  Click on OK
  • 119  Select the category of stamp and the denomination.  Type the amount  Click on Ok  Repeat the steps to enter all the denominations of stamps  Check the details box and total box  Click on finishSO Remittance- Cash:To close the cash bag to SO, this option has to be selectedTo open this option:  Click on Payments  Click on SO Remittance- cash  Select the name of the SO to which the bag is closed  Click on OK  The following screen will appear  For cash , select the currency denomination. If Stamps are also included in the same bag, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details
  • 120  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishSO Remittance – Stamps:To close the stamp bag to SO, this option has to be selectedTo open this option:  Click on Payments  Click on SO Remittance- Stamps  Select the name of the SO to which the bag is closed  Click on OK  The following screen will appear  Select the category of stamp and the denomination.  Type the amount  Click on Ok  Repeat the steps to enter all the denominations of stamps  Check the details box and total box  Click on FinishNote:Till the SO/BO slip is printed by the sub accounts PA, the treasurer can select the sameBO/SO and make modification to the entries made in the SO/BO slip. When once SO/BO slip isprinted, the particulars entered w ill not be available for modification. If any modification inremittance is required after printing the SO/BO slip, the APM/SPM of Sub Accounts branch hasto cancel that particular entered in BO/SO Slip using Tools menu – Cancel SO/BO Slip. Oncethe slip printing is cancelled, the treasurer can select the same BO/SO name in this option andmake modification/deletion required.This is applicable to remittance to SO/BO
  • 121Money Order Payment Cash:The APM De livery Branch will transfer the details of MO Cash to be given to eachbeat postman, unde r Postman pa cka ge. The treasure r nee d not wa it until thepostman comes to him to know about the MO cash. He can vie w the amount to begiven to each PM and keep the amount rea dy. While giv ing the cash/cheque to thebeat postman the details of payment has to be ente red under this option.To open this option:  Click on Payments  Click on „Money Order Payment Cash‟  The following screen will appear  Select the Postman to whom the cash has to be given  Click on Ok  Select the Mode of Remittance  If Cash, select the currency Notes Denomination.  If cash, type the number of currency notes given to the postman.  Click on OK  Check the details window and total.  Click on Finish Bills payment: The accountant will draw the bill in Accounts package. The details of these bills w ill appear in the treasury package. To make the bills payment, this option has to be used. To open this option:  Click on Payment  Click on Bills Payment  The following screen will appear
  • 122  Select the bill to be paid  Click on Ok  Select the Mode of Payment  Select the denomination/cheque particulars  Type the number/amount  Click on Ok  Check the details window and total  Click on Finish You can select exchange mode when you give the change to the party For eg., the salary to be paid is Rs.2999/- but treasurer gives Rs3000/-and takes one rupee change from the payee, in such case select exchange mode.Office Expense: To open this option:  Click on Payments  Click on Office Expense  The following screen will appear  Type the Voucher number  Type the name  Type the amount  Type the description
  • 123  Click on Ok  Select the Mode of Payment  Select the denomination/cheque particulars  Type the number/amount  Click on Ok  Check the details window and total  Click on Finish .PLI Payment:All types of PLI payments can be entered under this option. To open this option:  Click on Payments  Click on PLI Payment  The following screen will appear  Select the type of payment you require ie, Loan,claim etc.  Type the Sanction number  Type the Policy number  Type the name of the payee  Type the amo unt  Type the description (If type is Loan, then instead of description, you have to type the Loan Account Number. F type is Claim or maturity then description is not required  Click on Ok  Select the Mode of Payment  Select the denomination/cheque particulars  Type the number/amount  Click on Ok  Check the details window and total  Click on Finish
  • 124Pension payment:The accountant will draw the pension bills in Accounts package. These bills w ill be transferredto Treasury. For the actual payment, this option has t o be used.To open this option:  Click on Payments  Click on Pension payment  The following screen will appear  Select the bill for payment  Click on Ok  Select the Mode of Payment  Select the denomination/cheque particulars  Type the number/amount  Click on Ok  Check the details window and total  Click on FinishBank Remittance:When cash/cheques are remitted to bank, the entries have to be done under this option.To open this option:  Click on Payments  Click on Bank Remittance  The following screen will appear
  • 125  Select the Mode (Cash or cheque)  Select the Bank ( Transaction bank )  The voucher no. will appear automatically  Click on OK  If cash, give the denomination and number details. Click on Ok. When all particulars are given click on Finish.  If cheques, the details of all cheques w hich are shown as receipts in the package will appear on the screen. These are the cheques that are to be remitted to bank for clearance. Treasurer may select all cheques or a few cheques as per the requirement of Bank remittance and click on Ok (Selection of cheque is done by clicking and putting a tick mark in the check box )Other Office Payments:The receipts from other offices like DTO Payments, are to be added under this optionTo open this option:  Click on Payments  Click on Other Office Payments  The following screen will appear  Select the other office transaction from the list. (These transactions are to be added by the PM under Master menu-„Other office Transactions‟
  • 126  Type the RA number if available else leave it blank  Type the RA date if available else leave it blank  Type the total amount to be paid  Type the details of the Payment  Click on Ok  Select the Mode of payment  If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finishOther Head Office Payments:The payments to other Head Post Offices are to be added under this optionTo open this option:  Click on Payments  Click on Other Head Office Payments  The following screen will appear  Select the other head office or type the name of other head office  Type the RA number if available else leave it blank  Type the RA date if available else leave it blank  Type the total amount to be paid  Type the details of the payment  Click on Ok  Select the Mode of remittance  If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and total box  Click on finish
  • 127Exchange:Whenever treasurer has to give changes for any currency notes to office staff or to public,such details have to be entered under this option. For example, if a counter PA requests forexchanging Rs.100 denomination with Rs 10 denomination, while giving the changes, thetreasurer has to enter the details of currencies received from counter PA and thedenominations handed over to PA in exchange.To open this option:  Click on Payment  Click on Exchange  Select the Mode of receipt of money for which change is required (in the above example, it is cash)  If cash, select the details of currency, if stamp, select the category and denomination  Type the number or Amount  Click on OK  Repeat these steps to enter all details  Click on Finish  Now you will get the Issue side . Here select the Mode of payment  Select the denomination  Type the number or amount  Click on Ok  Repeat the process to make all entries  Click on FinishTransfer Cheques:Whenever asst. treasurer has to transfer the cheques to main treasurer or vise vers a, thisoption has to be used. The details of all cheques he had shown as receipts in the package (i.e.received from BO/SO or received from Counter or Other office or Other head office etc.) willappear in this screen.To open this option:  Click on Payments  Click on Transfer Cheques  The following screen will appear
  • 128  Select the treasurer to whom the cheques are to be transferred  Details of all the cheques collected, will appear. Select all cheques or a few cheques as per the requirement and click on OKOther payments:All other payments that cannot be entered under above options, can be paid under this option.For example, any UCR amount paid in the treasury branch, or amount collected towardsarticles booked in the counter manually can be entered under this option.To open this option:  Click on Payments  Click on Other Payments  The following screen will appear  Select the type of transaction from the list (If any item is not there in the list, that can be added by the PM under Master menu- „Add Payment Head‟ option)  Furnish the transaction Date and Time  Receipt From and Receipt To are required in case the amount is from any other branch towards manual work (e.g. window payment of MO done manually due to power failu re or so), else these boxes can be left blank  Type the amount  Type the remarks for the payment  Click on Ok  Select the Mode of payment  If cash , select the currency denomination. If Stamp, select the category of stamp and the denomination. If cheque, select the name of the bank and give other cheque details  If cash, type the number of currency notes. If stamp, type the amount. If cheque type the cheque amount  Click on Ok  Repeat the steps to enter all the denominations or details  Check the details box and tot al box  Click on finish
  • 129Edit Menu:Under editing option you can delete the items that are w rongly paid. After editing, repeat thetransaction under the respective option. For example, a bill is paid excess; such bill has to bedeleted by selecting Bills Paid option explained under. Then again select the Bills Paid optionunder Payment Menu and pay the correct amount.Edit menu contains the following options.  Bills Paid  Office Expenses  Pension Paid  Cash to Postman  PLI PaymentsBills paid:To ope n this option:  Click on Editing  Click on Bills Paid  Se le ct the bill to be deleted  Click on UndoOffice Expenses:To ope n this option:  Click on Editing  Click on Office Expenses  Se le ct the bill to be deleted  Click on UndoPension Paid:To ope n this option:  Click on Editing  Click on Pension paid  Se le ct the bill to be deleted  Click on UndoCash to Postme n:To ope n this option:  Click on Editing  Click on Cash to Postmen  Se le ct the bill to be deleted  Click on UndoPLI Payment:To ope n this option:  Click on Editing  Click on PLI Payment  Se le ct the bill to be deleted  Click on Undo
  • 130Reports Menu:Treasurers Cash Book:To vie w and print this report:  Click on Reports  Click on Treasurer’s Cash Book  The following scree n will appea r  Se le ct the Designation  Check the date and othe r items  Click on Screen to vie w the report on screen (In vie w screen also the re is a print button). Click on Print to print the re port.  If any e rror is found ,it will be displayed and the cash book report will not appear. Such errors have to be rectified and then only the report ca n be printed. For e xample, if the slip is not printed in the sub accounts branch of that SO to which the treasurer has closed a cash bag. If the SO bag has already dispatched without including the cash bag, then the treasurer ca n corre ct it as follows o Click on Payments o SO Remittance cash o Se le ct the SO name and click on Ok o Delete the entries made and ma ke the total zero o Click on Finish o See the re port as e xpla ined above (C lick on Prepa re Afresh) If the counter PA has not a cknowle dged the Cash adva nce take n by the Treasurer, the TCB report will not appear. Only a fter the counter PA Acknowle dges the cash in Point of Sa le package, the treasurer will get the TCB Report.Head Off ice Summary:Head Office Summary report can be printed, only after all the connected bra ncheslike, counters, accounts, delivery etc., finish their work accurate ly and a ll thetreasurers print their TCB.To vie w and print this report:
  • 131  Click on Reports  Click on Head Office Summary  The following scree n will appea r  Check the date and othe r items  Click on Screen to vie w the report on screen (In vie w screen also the re is a print button). Click on Print to print the re port.Stamp Balance Register: To vie w and print this report:  Click on Reports  Click on Stamp balance register  Se le ct the Designation  Check the date and othe r items  Click on Screen to vie w the report on screen (In vie w screen also the re is a print button). Click on Print to print the re port.Sale of Publication Account : To vie w a nd print this report:  Click on Reports  Click on Sale of Publication Accounts  Se le ct the Designation  Check the date and othe r items  Click on Screen to view the report on screen (In view screen also there is a print button). Click on Print to print the report.Tools Menu:Under Tools menu has the following options  Receipt of Publication, MO Forms  Supply of Publication, MO Forms  Publications- Received from Counters  Publications- Issued to Counters
  • 132  Supply of MO Forms to SO  Supply of MO Forms to BO  Change PasswordRece ipt of Publication, MO Forms:When you receive the Publication or MO Forms f rom PSDs, the details have to be enteredunder this option.To open this option:  Click on Tools  Click on Receipt of Publications, MO Forms  Type the name of the office from which it is received  Type the Invoice Number  Furnish the Invoice date  Click on Ok  The following screen will appear  Select the item name from the list ( If any item is not present in the list the PM can add such item under Master menu – „Publications‟)  Type the number received  Click on Ok  After adding all the items received under that invoice, click on finishSupply of Publication, MO Forms:When you supply the Publication or MO Forms , the details have to be entered under thisoption.To open this option:  Click on Tools  Click on Supply of Publications, MO Forms  Type the name of the office to which it is supplied  Type the Invoice Number  Furnish the Invoice date  Click on Ok
  • 133  The following screen will appear  Select the item name f rom the list .(To make the supply, there should be enough stock)  Type the number supplied  Click on Ok  After adding all the items to be supplied under that invoice, click on finishPublications- Received from counters:To open this option:  Click on Tools  Click on Publications –Received from Counter  Select the name of the Counter PA  Check the actual receipt with the computer list  Click on OkPublications- Issued to counters:To open this option:  Click on Tools  Click on Publications –Issued to Counter  Select the name of the Counter PA  Click Ok  Select the item name from the list ( If any item is not present in the list the PM can add such item under Master menu – „Publications‟)  Type the number received  Click on Ok  After adding all the items received under that invoice, click on finish
  • 134Supply of MO Forms to SO:To open this option:  Click on Tools  Click on Supply of MO Forms to SO  The following screen will appearTo Add:  Click on Add Tab  Select the name of the sub Office  Furnish the transaction date  Type the numbers sold at SO (this figure will be available in the daily account of that SO)  Type the number supplied  Click on OkTo Delete  Click on Delete Tab  Select the item to be deleted  Click on Delete buttonTo Edit  Click on Edit tab  Type and change the figures.(The Sold and Supplied figures may be modif ied)  Click on OkSupply of MO Forms to BO:To open this option:  Click on Tools  Click on Supply of MO Forms to BO  The following screen will appear
  • 135To Add:  Click on Add Tab  Select the name of the Branch Office  Furnish the transaction date  Type the numbers sold at BO (this figure will be available in the daily account of that BO)  Type the number supplied  Click on OkTo Delete  Click on Delete Tab  Select the item to be deleted  Click on Delete buttonTo Edit  Click on Edit tab  Type and change the figures.(The Sold and Supplied figures may be modif ied)  Click on OkExit menu:Login As:This option will take you to Login ScreenExit to Window:This option will close the application and will take you to desktop
  • 136 SB Cash moduleLogin to SB Cash:  Click on Start – Programs – Meghdoot 98 – SB Cash. Login screen appears.Identify yourself as a Operator for the software by entering your ID and Password and Clickon OK.Ve rify the date and time. If corre ct then click OK button.Other wise contact supervisor.The following main menu screen will appea r
  • 137Cash from Treasurer:Cash re ceived from the Treasure r has to be a cknowledgedfor taking into your account.  Through Keyboard: Press ALT followed by Y and then press R.  Through Mouse: Click on Cash menu and point to Cash from Treasurer.To re ce ive the cash from Treasurer:  The remittance entries made by the Treasurer will be displayed.  Select the one that you want to acknowledge.  Click on OK button Received to acknowledge it.  Repeat this process for all the entries.  Click on Cancel to close the screen.Add SB Transactions:This option is use ful to e nter the consolidated informationof transactions pe rtaining to Savings Bank. Supervisor
  • 138has to first ente r the name of the service be fore theoperator can make transactionsTo ope n the window:  Through Mouse: Click on Transactions menu and point to Savings Bank.To add transactions:  Se le ct the transaction date.  Se le ct the transaction type from the list by using Up and Down a rrow keys  Enter the amount.  Click on OK to save details.  Click on Cance l to clear the incorrect ent ries to ma ke fresh e ntries  Click on C lose to close the screen.To vie w the list of transactions ente red:  Click on Vie w tab (or press Alt + V). All the tra nsactions entere d so fa r will be displayedTo de lete an incorre ct entry:  Click on Delete tab (or press Alt + D). All the tra nsa ctions entere d so far will be displayed.  Se le ct the e ntry to be de leted by using Up a nd Down arrow keys.  Click on delete button. A message box will appear.  Click on Yes to confirm deletion.Add SB Payments
  • 139Add Transactions (Other than SB):This option is use ful to e nter the consolidated information of transa ctions pe rtainingto a se rvice ne wly introduced and for which sepa rate window has not been providedin the Point of Sale. Supe rvisor has to first enter the name of the service be fore theoperator can make transactions. This provision is also use ful to ma ke batch entry ofeven regular transactions in a rare case of system crashing.To ope n the window:  Through Mouse: Click on Transactions menu and point to Others.
  • 140To add transactions:  Se le ct the transaction date.  Se le ct the transaction type from the list by using Up and Down a rrow keys  Enter the amount.  Enter the reasons for making batch e ntry.  Click on OK to save details.  Click on Cance l to clear the incorrect entries to ma ke fresh e ntries  Click on C lose to close the screen.To vie w the list of transactions ente red:  Click on Vie w tab (or press Alt + V). All the tra nsactions entere d so fa r will be displayedTo de lete an incorre ct entry:  Click on Delete tab (or press Alt + D). All the tra nsa ctions entere d so far will be displayed.  Se le ct the e ntry to be de leted by using Up a nd Down arrow keys.  Click on delete button. A message box will appear.  Click on Yes to confirm deletion.Cash to Treasurer:Counter PA remits the cash he colle cted at the counte r toTreasurer ele ctronically using this option. The treasure rwill acknowledge it when the counter PA physically ha ndsover the cash to him. Unless the Treasurer acknowledgesthe cash will be shown against the counte r PA.To open User Screen:  Through Keyboard: Press ALT followed by Y and then press C.  Through Mouse: Click on Cash menu and point to Cash Entry.
  • 141To ente r the cash details:  Se le ct the type of instrume nt from the 3 options- Cash, Stamps and Che que.  In case of cash, se lect the de nomination and enter the number of notes.  In case of stamps, select the category and denomination a nd e nter the amount.  In case of cheques, sele ct the bank and e nter the cheque deta ils.  Click on OK (or press Alt+O) to save the detai ls.  Repeat the above steps till a ll the details of cash, stamps and che ques a re entered. Details can be vie wed in the box be low.  Click on Finish to save and exit. To e xit without saving, click on Ca nce l.Editing Cash Entry:You can edit the details of cash, stamps and che quesentered for submission to Treasurer be fore the Treasureraccepts the remittance.  Through Keyboard: Press ALT followed by Y and then press E.  Through Mouse: Click on Cash menu and point to Cash Editing.To edit the cash details:  List of remittances ente red appea r automatically. Sele ct the entry that needs modification.
  • 142  Click on Sele ct (or press Alt+S). W indow with the deta ils will appear.  Make ne cessary modifications.  Click on Finish to save and exit.Debit Adjustments:Any payment vouchers (or cash) se nt to other counters,have to be adjusted by using this option. Cash hande dover by the counte r PA to Supe rvisor during the off hoursof Treasurer will also be entered using this option. Theamount will figure on the debit side of your a ccount oncethe rece iving user acknowledges the vouche r or cash.  Through Keyboard: Press ALT followed by Y and then press D.  Through Mouse: Click on Transactions menu and point to Debit adjustment.To ente r the details:  Se le ct the counte r or Superv isor to whom cash/vouche r is being given.  Enter the amount of cash or value of the voucher be ing given.  Enter the details of voucher in the box be low.  Click on OK to save details.  Click on Cance l to close the scree n.Credit Adjustments:Any payment vouchers (or cash) se nt by other counters toyou, have to be adjusted by using this option. You need toacknowledge the rece ipt of the voucher before submissionof account.  Through Keyboard: Press ALT followed by Y and then press R.  Through Mouse: Click on Transactions menu and point to Credit adjust ment .To ente r the details of vouche r rece ived from othe rcounte r PAs:  Se le ct the counte r from which cash/voucher is re ceived.  Amount of cash or value of the voucher being re ceived and deta ils of the voucher will appear.  Click on Acce pt (or press Alt+A).  Click on Cance l to close the scree n.Operator:Account Submission:At the close of the shift the counter PA has to submit hisaccount to his supe rvisor. Submission of a ccount isallowed only afte r the cash and che ques collecte d at thecounte r are hande d over to Treasure r a nd he hasacknowledge d the same. Further, the tra nsactions ma deby that ope rator will be incorporated in HO Summa ry onlyafter his account is verified and accepte d by hissupervisor.To ope n the window:  Through Keyboard: Press ALT followed by Y and then press A.  Through Mouse: Click on Cash me nu and point to Submit Accounts.
  • 143To submit account:Your account with details of rece ipts and payments will bedisplayed.Account is automatically adjuste d o nce you submitted thecash to Treasure r and he has acknowledged it. Serialnumbe r allotted to your account is a lso displayed.Click on Print button to submit your a ccount a nd alsoprint it simultaneously. A message will be gene rated incase you have not cleared the cash.
  • 144Print Accounts:Your day’s account can be printed a fter you havesubmitted your final account to your Supervisor.To ope n the window:  Through Keyboard: Press ALT followed by Y and then press P.  Through Mouse: Click on Cash me nu and po int to Print Accounts.To print your account:  Se le ct the se rial numbe r of your a ccount. This numbe r is allotted when the Treasurer acknowledges e le ctronica lly the cash handed ove r by you to him.  Click on Print (or press Alt + P).  Click on Cance l to close the scree n.Change Password:It is advisable that you change your Passwordperiodically.To open the screen  Through keyboard: Press ALT key followed by T. Then press C.  Through Mouse: Click Tools Menu and select Change Password.To change the password:  Enter your current password in the box provided and press ENTER.  bmc do-it.bmp} Enter your new Password in the box “New Password”.  Enter your new Password again in the box “Re-enter Password”.  Click on OK (Or press ALT +O) to give effect to your new password ----------------------------------
  • 145 Accounts MIS client IntroductionThe Accounts MIS client is an extension of Meghdoot to be installed in all HOs andProject Arrow SOs. The objective of this application is to extract transaction datafrom Meghdoot applications of a head office and also project arrow relatedinformation of all project arrow offices and update the central server for MIS follow upand to update the directorate with the project arrow operational data. Installation and configurationThe administrator installs the application and configures for use in the PO. Theconfiguration window appears as in the figure belowOnce the application is configured for the office calling hours can be scheduled to callthe server in a specified time schedule, as shown above. This schedule can bechanged later as also the other configuration details, if required. The application isinstalled in one of the systems in the LAN, where, preferably, all communicationmodules are installed and requires internet connection or WAN connection forcommunication with central server. The communication process should never bedisturbed and great care should be taken by the user who works in this system andno configuration changes should be attempted. No attempt should also be made torun the utility at an unspecified time of the day, before completing the sequencediscussed later. Data generation processThis application is designed to obtain data from basic operations of the PO and updatethe central server with accounts and project arrow data every day.Data can be generated on any day only after Day end is performed in all the modulesincluding Sanchay Post. In respect of Project Arrow offices, Speednet also should beworking in the office. The following sequence has to be adopted by the office inday/shift end
  • 146 1. In an office where Speednet is installed, shift end has to be first done in the module (all operators end their shift first and supervisor at the end performs his/her shift end) before doing day/shift end in any other module after completing the following tasks a. Returns of all postmen should be taken by the operator b. Address data entry of BNPL articles should be done, if any c. Flush data should be run after BNPL related activities are complete 2. Next Shift end has to be done in Point of Sale module (supervisor ends the shift after verifying the accounts submitted by all operators and after shift end is performed by all operators) 3. Follow this up with Shift end by operator in Despatch module (operator performs this task) 4. Now the day end has to be performed by supervisor in Postman module by the supervisor after completing the following tasks a. Returns have to be taken from all the beats selecting the standard remarks by operator b. All postmen have to settle their accounts with the treasurer c. Supervisor has to submit the accounts of all the beats 5. Subsequently day end has to be done in sub accounts and then Treasury module by concerned supervisors 6. Day end has to be done independently in Sanchay Post simultaneously but before Accounts MIS client can be runOn completion of day/shift end task in all modules as above, the MIS data generationprocess in the application is invoked by running the program by clicking Start –Programs - Shortcut to Meghdoot Accounts MIS Client.exe selecting thetransaction date and clicking OK button as shown in the figure below.
  • 147The application will now check all applications for Day/shift end and if satisfactory,will generate the MIS data. If this condition fails, non completion of the required taskwill be displayed. If the OK button is clicked without selecting the date, theapplication will generate data for the latest date for which day end condition issatisfied. Further, if an attempt is made to generate data for a day for which data isalready generated, a message pops for confirmation of second time generation.The data so generated, which will be encrypted form, will be updated at the centralserver through the calling process establishing connection with central server throughone of the WAN connection methods. Any failure on this count will be logged in theerror log file which can be accessed through a link available on the application itselfor browsing through the installation path. MIS follow upOn successful uploading of data, various users can use the login ID dop andpassword accts to login to the site https://services.ptcmysore.gov.in/AccountsMIS(quick link is available in India Post site) and view the transaction data as well asproject arrow file availability for any office and also delinquency in this regard. Apartfrom Project arrow related information, the site will also show the financialtransaction data and details of closing balance of a HO and SOs in account with, for aHO date (data flows from HO summary and SO summary prepared for the date). Thefront page of the MIS web tools appears as in the figure below*************************************************************** ************