3 meghdoot user manual1

Meghdoot
User Guide-operator

Po s ta l T r a i ni ng Ce nt re
M YS O R E - 5 7 0 0 1 0

2

INDEX

Serial Topic Page No
No
1 Introduction 3

2 Point of Sale 4 - 44

3 Despatch 45 – 50

4 Postman & IPS web client 51 – 90

5 Sub accounts 91 – 105

6 Treasury 106 – 137

7 SB cash 138 – 146

8 Accounts MIS 147 - 149

3

Introduction
Meghdoot 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 the
RDBMS. The first version of Meghdoot was released in the year 1998 with the roll out of
Meghdoot Point of Sale and later on all the other modules were added. Now Meghdoot is a
comprehensive module fully integrated and capable of being used b oth in SO and HO for all
front and back office transactions except savings bank transactions. The CEPT Mysore provides
help desk services to handle any routine problems and other errors. Information about latest
updates and other events is posted in the website of PTC Mysore. The website is
http://www.ptcmysore.gov.in.
The current version of Meghdoot is version 6.6 with update 4. You should ensure that your
office software is kept up to date with latest version and applied with latest patches. This will
help 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 needs
of 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 except
those relating to accounts branch functions and takes you through the flow of operations
relating them to the transactions passing through the office.

4

Point Of Sale Module
Users :

There are four users in this application. According to the nature of work of the Post Office
1. System Administrator.
2. Supervisor
3. 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 and
IPO PA will login with their ow n Password .The Counter PA and IPO PA can login to the
application only after the supervisor begins the shift and allocates the work to PA who has to
work for that particular day.
The following is the login screen in the application, where the user ha s to login w ith his
Password.

 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 is
required the Supervisor may do the correction and then select OK.

5

MAIN 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.

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INLAND 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.

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Bulk booking of artic les:- To ope n this screen, Please follow the RL booking
procedure 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 a
customer 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

8

Error 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
 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.
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.

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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 following
artic 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.

10

INLAND 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 "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.
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.

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SPEED 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 "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.

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 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

INLAND EXPRESS PARCEL:

The following options are available under Express parcel .

Inland Speed Post booking procedure is to be followed for booking the following
artic les

INLAND EXPRESS PARCEL (Retail)

INLAND INS EXPRESS PARCEL

INLAND VP EXPRESS PARCEL

INLAND VP EXPRESS PARCEL

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INLAND VALUE PAYABLE

Value Payables option, has the selections as shown in the follow ing picture.

INLAND VALUE PAYABLE LETTER

To 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.

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To Book the Inland Value Payable Letter:

 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.
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

Same procedure to be followed for booking the following articles

INLAND VALUE PAYABLE INSURED LETTER

INLAND VALUE PAYABLE PARCEL

VALUE PAYABLE INSURED PARCEL

INLAND VALUE PAYABLE BOOK PACKET

INLAND VALUE PAYABLE BOOK PACKET (PRINTED BOOKS)

VALUE PAYABLE BOOK PACKETS (PERIODICALS)

FOREIGN MAILS:

The following picture displays the options available under Foreign Mails.

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AIRMAIL:

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

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 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.

Same procedure to be followed for b ooking the following articles

REGISTERED 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 :

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SEAMAIL:

Seamail option has the selections as shown in the f ollowing picture.

Same(Airmail) procedure to be followe d for booking the following articles

FOREIGN (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.

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Speed post booking procedure is to be followed to book the International speed post
With the following additional information

 Select the destination country in the country field
 The select the destination city from the city field

SAL:- 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

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FINANC 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.

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 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.

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Bulk 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 button

VALUE 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.

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BRANCH OFF ICE MONEY ORDER:- For Rebooking the BO Money orders


 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 countries
only

 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.

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Ordinary 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.

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From the above screen you can select Individual‟s Policy/Polic ies and Institutional Policies. The
above screen is by default Single i.e., Individual‟s Policies. For activating Institutional Policies
select INST PLI. In the Single Policy you can book more than one policy of an individual
customer.

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).

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To 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).

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PLI LOAN REPAYMENT:

Select the Loan Repayment option either through Keyboard o r through Mouse. The follow ing
screen 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
 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.

27

To 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.

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.

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
 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
 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.

29

unclassified 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
 Then click ok button.

SERVICE: This option is used to book the Inland Postal a rticle by Post offices, in
which no postage stamp is necessary. And the article should bear the word “ On
Postal 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 MO

To 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.

30

IPO :- 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 + C

Transactions

 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.

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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).

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REPORTS:

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.

34

To 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 REPORT

DIFFERENT MONEY ORDER REPORT, REPORT OF CHEQUES COLLECTED

TREASURY:- Cash to Treasure r

Counter PA remits the cash he collected at the counter to Treasurer electronically using this
option. The treasurer w ill acknow ledge it w hen the counter PA physically hands over the cash
to him. Unless the Treasurer acknow ledges the cash will be show n against the counter PA.

35

To 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.

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 Treasurer
before 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.

36

To 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 r

Cash 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 this
option. Cash handed over by the counter PA to Supervisor during the off hours of Treasurer
will also be entered using this option. The amount will figure on the debit side of your account
once 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.

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Credit Adjustme nts:

Any payment vouchers (or cash) sent by other counters to you, have to be adjusted by using
this 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).

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 to
complete the transaction. First book the VPMOs by using the VP MO booking window, which can
be 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.

Add Transactions:

This option is useful to enter the consolidated information of transactions pertaining to a
service newly introduced and for which separate window has not been provided in the Point of
Sale. Supervisor has to first enter the name of the service before the operator can make
transactions. 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.

38

To 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 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
displayed

To 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. Submission
of account is allowed only after the cash and cheques collected at the counter are hand ed over
to Treasurer and he has acknow ledged the same. . Unless the account is submitted the
counter PA is not allowed to end his shift. Further, the transactions made by that operator will
be incorporated in HO Summary only after his account is verified a nd accepted by his
supervisor.

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.

39

To 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 your
Supervisor.

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).

TOOLS:

Shift End:

Once the account is submitted and printed by the user, he should do the Shift End. Only after
making the shift end he will be able to print the reports. Shift end option will not be there, if
the 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 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.

41

To 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.

42

Printers of different makes and types are used at the PO counters. Si milarly the size of
stickers and papers varies from Circle to Circle. Therefore, it is necessary to configure
Meghdoot to the Printers used in your office in order to ensure proper printing of receipts and
reports.

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. If
the printout of receipt is not clear or spoilt then operator can select this option.

43

To 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 Module
Despatch Program is separated from Point of Sale module. The user interface is entirely
changed 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 from
various sources at your office.

Users and Login:- Use rs

There are two users in this application.
1. Supervisor
2. PA (Despatch).

Login:
The users of this application i.e. Supervisor and PA w ill login w ith their own Password. The PA
login to the application and begins the shift for that particular day. The follow ing is the login
screen in the application, will appear

Check the Date and Time show n by the Computer and if correct select OK. If any correction is
required the Supervisor may do the correction and then select OK.

46

The following main menu screen will appear.

Dispatch Ope rator options:
Tools:- Shift Begin

To start the dispatch module, Operator has to make the shift begin.

Data entry:- Articles From Other Source

Articles received through any other source may be entered into for the preparation of
Dispatch List. This option may also be used to add the deposit articles into the package for the
first time.
Depends the Selection ( Option Button SO/BO and Other source ). You will get the SO/BO‟s
name in Receipt side of Abstract.

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Special Journal Articles:

As and when Special Journal Articles are received, the data entry has to be done under this
option. These articles will be included for the preparation of dispatch list after using the Fetch
articles option. Ownership of these received articles will be for the PA who has fetched them.

Rece ipt:- from Counter

Using this option the Point of Sale counter articles/Other Source/Spl Journal are fetched into
Dispatch module. Only those articles types which are selected under Bag Type configuration
option, 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 r
selection into the dispatch module. Only those articles types which are selected under Bag
Type configuration option, will be fetched from Post Man. Before fetching into the Dispatch
module, individual articles details may be modified and updated. For example, if pin codes are
not there for certain articles, it may be furnished and data updated and then fetched.

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Pre pare Option: Auto sorting
This option is used to auto sort the article according to pin code wise. Select the type of
article and select the Bag name and click sort button. Auto sorting done by the system and
click close button.

Pre pare Dispatc h Lists & Bag :-
Under this option, you may prepare the Bundles, bags and HVMO list. All those articles which
are not included while preparing the dispatch list, will appear in Deposit option and it may be
put into deposit under dispatch module. Deposit articles , may be used for transferring the
wrongly fetched articles to other Dispatch PAs

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Re 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, select
Print option as screen and click OK button. Report will be appeared.

50

Shift End:

Dispatch PA has to make the shift end after printing all the dispatch lists for his shift. If any
articles are not dispatched and also not put into Deposit, list of such articles will appear to
this effect and those articles will be put into deposit

51

Postman Module
To 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

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 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 Articles

Invoic 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

53

To 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. For
using the Post-sorting option, the MOs have to be sorted beat wise first and the invoicing
started.
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.

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 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.

 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.

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 article type from the list by using up and dow n arrow keys.
 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.

 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.

Missent Re giste red Articles:

Enter the details of articles received missent for transfer to dispatch branch.

57

To 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.

58

To 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.

To enter the details of the articles for BOs:
 Select the article type from the list.
 Enter the office of booking.
 Select the name of the Branch Office from the list.
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.

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 the
post 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.

To 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.

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.

Parce l: Same procedure to be followed like Re giste red Lette rs except Pa rcel options

Money 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.

60

To 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.

To make delivery slip for the post man:
 Ignore the bulk addressee option and press Enter key.
 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.
 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.
 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.

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.

.

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 option

Unpaid Articles:

The number of unpaid articles given to each postman and the due amount to be collected has
to be entered by the PA. The amount collected by the postmen also needs to be entered at the
time 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.

To 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.

63

To enter the amount collected:
 Click on Returns tab.
 Enter the number of articles delivered and the amount collected over writing the
default figures.

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.

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.
 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.

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.

To 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.
 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 rs
Window delivery:

This menu has the following options.
 Registered articles
 Parcels
 Money Order

Window 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.

To 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‟.
 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 the
Re giste red Letters

Window 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.

To 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‟.
 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‟.

67

BO 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.

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.

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 Order

Re 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.

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).

70

RL 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).
 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).

List of RLs De live red Through Window:

To open the screen:
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).

Registered Abstract:

To open the screen:
on Registered Abstract.
 With the keyboard: Press Alt +R and then press R again. Press R to open
Registered Abstract window.

71

To 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 window

Re giste r of VPLs received :
To open the screen:
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).

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