Stock Issues in DBT Districts Workshop on DBT implementation on 02nd Feb 2017 Department of Fertilizers

District Administration NIC,District Consutants Key Stakeholders DOF 1 5 4 2 3 District Administration NIC,District Consutants Fertilizer Companies Famers Wholesalers & Retailers The success of pilot will depend on close coordination among all stakeholders, robust monitoring and evaluation mechanism, and setting up of a professional team.

Stock Management – DBT Pilot Action points for Companies, Block Agriculture Officers , Wholesalers & Retailers to set-right the stock related issues Instructions for Entering/updating Opening Stock through POS Instructions for Acknowledging sales transactions through POS

Action points for Companies Reconciliation : Stock reconciliation at District warehouse Updation : Transactions need to be updated on mfms website on real time basis ( Dispatches, sales ) Correctness of ID : Ensure all fertilizer retailers/ wholesalers have & use the correct mfms ID. Dealers/retailers list is updated on mfms. Sensitization : sensitize wholesalers and retailers to synchronize entry of sales transactions with the physical movement of fertilizer.

Dealer ID Lead Fertilizer Supplier Sent to LFS Agency Name, Mobile No., Owner Name, Aadhaar No., Licence Issue date , Licence Expiry date, Sub-district, Village Updates information of registered dealer Lead Fertilizer Supplier LFS approves ? Sent to LFS Company CDRO enter/ modify details of New Dealer Dealer gets Approved. Login, Password and PIN sent to dealer as an SMS Yes Reset Password/PIN No Rejects the dealer details Login, Password, PIN sent to dealer as an SMS

Locking Periods SNo. Type of Transaction Locking Period 1. Secondary Dispatch 5 2. Company Sale (1st point sale) 3. Wholesaler Sale (2nd point sale) 15 4. Retailer Acknowledgement 5. Wholesaler Acknowledgement

Pending Acknowledgements

Action points for Wholesalers Use correct mfms ID. Reconciliation : with company and retailer Updation : on daily basis ( receipts, dispatches and sales) Date on physical copy of invoice and date reflected in mfms should match. Avoid : Delayed entries may result in mismatch of stock. Any physical movement of stock should be reflected in the mfms by the wholesaler within the same day. Physical stock =mfms stock : before the Go-Live date

Action points for District/Block Agricultural Officer Block Agricultural Officers to have login id and password for mfms.nic.in. While conducting physical verification of stock : check if stock tallies with stock shown in mfms against that wholesaler ID/ Retailer ID. that stock value entered through POS devices are correct (Go-Live stock). If any retailer requests change in opening stock ,District/Block Agricultural Officers can update the correct opening stock once . Stock correction will be one-time activity.

Action points for District/Block Agricultural Officer Block agricultural officer may physically need to verify the closing stock of all the retailers assigned to him prior to “GO LIVE” day in excel sheet / paper. Closing stock will be taken as per company, plant, product and retailer wise. Template is as follows: There should be no pending Retailer acknowledgements before the Go-Live date. Sl.No Retailer Name Retailer ID Company Plant Product Quantity

Action points for Retailers The exercise for stock reconciliation should start during dry run itself. Before Go-Live date clear all pending acknowledgements . Retailers need to physically take closing stock on one day before (“GO LIVE” day) and update it as opening stock on “GO LIVE” day. Closing stock will be taken company – plant - product wise. All retailers must ensure that the opening stock details for each product through POS device on “GO LIVE” day are correct. If any retailer finds that some stock has not been entered correctly, then it can be reported within one week to the block agricultural officer who can update the stock once. From Go Live date , Retailers must enter receipt and sales of fertilizer regularly through POS device only.

Stock Movement from Wholesaler to Retailer on mfms As & when the retailer receives fertilizers from company/wholesaler, he has to acknowledge the receipt. The list of unacknowledged sales transactions will be displayed on POS device. The retailer has to enter stock receipt details manually through POS device before acknowledging the same. POS will send receipt entered by retailer of given above sale transactions to mFMS server.

Instructions for minimizing errors while updating stock and for Acknowledging Receipts on POS device Retailers may enter the opening stock by using 'initial Stock Reporting‘ Option. Use 'add more product' Link to add opening stock of those products which are in the retailer shop but have not appeared in the list of products in 'initial stock reporting. To reduce discrepancies : Before acknowledging sales transactions by clicking submit button Please check: sales transactions are acknowledged on daily basis . invoice date appearing on POS is same as date on which fertilizer is actually purchased whether the correct receipt quantity is entered manually in the POS device whether the unit of the stock entered is correct

Instructions for minimizing errors while updating stock and for Acknowledging Receipts on POS device Stock which is already included in opening stock may not be acknowledged through POS otherwise it will result in double receipt of stock. Such invoice number along with retailer id may be sent to block agricultural officer and to NIC If stock is not reflected immediately after acknowledgement in POS, please check the status on mFMS portal first , before reporting. There is window of 15 days by which retailer has to acknowledge the stock on POS, after 15 days the lock will be enforced automatically and the retailer may not see or acknowledge stock. Physical stock =mfms stock =stock on POS

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