DCMS: Training Manual Order Management July, 2010

DCMS Windows Application Order Management Training Manual

Introduction DCMS is a system, demanded by HPCL to remain leader in the LPG industry of India. This manual makes the user acquainted with the Domestic Consumer Creation of the DCMS Windows Application. 3

Intended Audience Purpose This manual guides the Distributor on how to book Orders from Consumers and also to process these Orders. Intended Audience Distributors of HP Gas 4

Organization of the Manual Section/Chapter Name Short Description Order Booking (Home Mode) Booking order in Home Mode. Search Order Searching booked orders. Allocation Allocate cylinders to pending orders. Search Allocation Search allocated transactions. Punching Delivery Confirmation. Cash Memo Cancellation Cancel cash memos. Return Confirmation Accept returned cash memos. Reprint Cash Memo Reprint already printed cash memos. Block/Unblock Consumer Block or Unblock a Consumer. Imbalance Details Check imbalance due non-returned empty cylinders Order Booking (Shop Mode) Booking order in Shop Mode. Order Booking (Instant / Urgent Mode) Booking order in Instant or Urgent Mode

Order Management All the screens involved in Order Management Operations can be found under Order Fulfillment option in the Menu Bar. Clicking on the Name of each Screen opens it in the Screen Display Area.

Order Management (Contd.) The screens involved are: Order Booking (Home Mode) Search Booking Allocation Search Allocation Punching Delivery Confirmation Search Punching Transaction View Punching Transaction Reverse Punching Cash Memo Cancellation Return Confirmation Reprint Cash Memo Block/Unblock Consumer Imbalance Details Order Booking (Shop Mode) Order Booking (Instant/Urgent Mode)

Order Booking (Home Mode) This screen is used to book Orders from Consumers. The Consumers are identified by their unique Consumer Number and every order booked is assigned an unique Order Number. The Consumer Details are fetched from the database, the Order Details have to be provided as per the requirement. The Order is then Saved. Once Saved, an Order can be directly Printed from this screen.

Order Booking screen in Home Mode… Home Delivery Mode

Search Order Orders on the database can be searched using this screen. Orders can be looked up on the basis of a number of criteria like Start Date and End Date, Order Type, Order Number, Order Status etc. Providing two or more of the above inputs greatly refines the Search results In the List of Orders displayed as result, the Order Numbers remain hyper linked and clicking on each entry shows the details of the Order in a Order Booking screen.

Search Order screen… Hyperlinked Order No.

Allocation Allocation involves assignment of available cylinders to pending Orders. Allocation Type refers to the methodology used for allocation, Cylinder Code refers to type of cylinder to be assigned. On selecting Allocation Type and Cylinder Code, the pending Orders get displayed in a tabular form and the distributor may choose and allocate as per norms and requirements. After Generate Cash Memo is complete, a Cash Memo with a unique Cash Memo Number gets generated. The Cash Memo can be Printed directly from this screen.

Allocate No. of Cylinders Click on Generate Cash Memo Allocation screen… Allocate No. of Cylinders Select Delivery Man Click on Generate Cash Memo

Search Allocation Allocations on the database can be searched using this screen. Allocations can be looked up on the basis of a number of criteria like Start Date and End Date, Allocation Type, Transaction ID etc. Providing two or more of the above inputs greatly refines the Search results. In the List of Allocation Transactions displayed as result, the Transaction IDs remain hyper linked and clicking on each entry enables viewing and printing details of the same transaction.

Search Allocation screen… Hyperlinked Allocation Id

Punching Punching refers to the Confirmation from the Consumer on receiving the Cylinder. This process involves a number of operations which have been dealt with in the system using the following 4 screens: Delivery Confirmation (Punching) View Punching Transactions Search Punching Transactions Reverse Punching

Delivery Confirmation (Punching) This is the actual confirmation of the delivery of the Cylinder, very commonly known as Punching. When the Distributor receives the confirmation that a cylinder has been delivered, he updates the system using the Cash Memo Number of that allocation.

Delivery Confirmation screen… Enter Cash Memo No. and press Tab on keyboard Allocation pertains to allocation of cylinders to the pending requests Allocation pertains to allocation of cylinders to the pending requests Click on Add Row Multiple Rows can be Added before Saving Click on Delete Row to remove a Row Click Save

View Punching Transaction Punching Transaction the database can be viewed through this screen. Each Transaction is identified by an unique Transaction ID. On providing a Transaction ID, the screen displays the Number of Cash Memos Punched, and the details of the Transaction in the Details Record table.

View Punching Transaction Punching screen… Hyperlinked Cash Memo No.

Search Punching Transaction Allocations on the database can be searched using this screen. Allocations can be looked up on the basis of any of the following criteria Start Date and End Date, Punching ID Providing two or more of the above inputs greatly refines the Search results. In the Search Results table displayed as result, the Punching IDs remain hyper linked and clicking on each entry enables viewing and printing details of the same transaction in a View Transaction screen.

Search Punching Transaction screen… Hyperlinked Punching Id.

Reverse Punching This screen is provided to undo Transactions punched by mistake. On providing Cash Memo Number, Cash Memo Date, Transaction Date and a valid Reason for Reversal, the system sets the status of the transaction from Delivered to Allocated- Printed state.

Reverse Punching screen… Enter Cash Memo Number Select Reversal Reason Click on Set as Not Delivered

Cash Memo Cancellation Cash Memo Cancellation screen enables us to cancel a generated Cash Memo. On providing the Transaction Date, From Cash Memo Number, To Cash Memo Number, Cash Memo Date and a valid Cancellation Reason, the system cancels the required Cash Memos.

Cash Memo Cancellation screen… Enter Last Cash Memo No. Enter starting Cash Memo No. Select Cancellation Reason Click on Cancel Cash Memo

Return Confirmation When for some reason an assignment does not get delivered, it is brought back to the Distributor and marked as Return Confirmed. The system retrieves all the details of the Order from the database using the Cash Memo Number. On being provided a valid Return Reason, the Order gets Return Confirmed. An Order can be Returned thrice before it gets automatically Cancelled.

Return Confirmation screen… Enter Cash Memo No. Click on Fetch Select Cancellation Reason Click on Save

Reprint Cash Memo The system provides an option to reprint cash memos in case of loss of cash memos or requirement of duplicates of the same. On providing the Transaction Date, Cash Memo Number, Cash Memo Date and a valid Reprint Reason, the system reprints the Cash Memo.

Return Confirmation screen… Select Cash Memo No. Select Cancellation Reason Click on Reprint

Block/Unblock Consumer The Distributor may block a Consumer on various predetermined grounds determined by the HPCL authorities. The system Retrieves the details of the Consumer based on the Consumer Number. On providing a valid Reason for Blocking the Consumer, the system Blocks the said Consumer. Unblocking a Blocked Consumer is also done through this screen and in the same method as above.

Block/Unblock screen… Enter Consumer No. Select Reason Click on Block Consumer

Imbalance Details This screen keeps a track of the mismatch of the number of empty cylinders in a Distributor’s stock by accounting for the imbalance against account of Non-Domestic Consumers where the Number of Cylinders Received in an Order may or may not be equal to the number of Empty Cylinders returned. On providing the Consumer Number, the screen displays the records against that Consumer Number clearly displaying the number of cylinders pending.

Imbalance Details screen… Enter Consumer No. Click on Search No. of Pending cylinders. Enter if any cylinders are returned Click on Save

Order Booking ( Shop Mode ) In case of Bottleneck situations, where a consumer has an emergency requirement, he may arrive at the distributor counter to meet his requirement by ordering in the Shop Delivery Mode. The Delivery Mode is set to the value Shop. On Saving the Order, the Order Status becomes Allocated-Generated and on Printing it, the status gets set to Delivered. In this mode the Consumer is offered a Rebate against the savings of the Distributor for not having to deliver the Cylinder at the Consumers location.

Order Booking screen in Shop Mode… Select Delivery Mode as Shop

Order Booking (Shop Mode) after clicking Save… Allocated Generated

Order Booking ( Instant/Urgent Mode ) Order Booking in the Instant Mode (Alternatively known as the Urgent Mode) is almost same as in the Shop Mode Delivery. The difference between the two being that in Instant Mode the Distributor does not offer the Consumer any Rebate on the cost. In this case the Mode of Delivery has to be set to the value Instant.

Order Booking screen in Instant Mode… Select Delivery Mode as Instant

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