Philately Inventory Management System ( Operational since Dec-2009) By National Informatics Centre In assoication with Philately Div. of Postal Directorate Government of India

Objective Online inventory position at all locations (Commemorative & Definitive Stamps, Stationery items, CRF Stamps, Service Stamp & Revenue Stamps) Online item requirement processing Online Indent/invoice generation GRN (Goods Received Note) – automatic stock updation Stock Transfer between Bureaux ,HPOs & CSD Optimal utilization of stock Consolidation of All India Stock position & MIS A commemorative stamp is a postage stamp issued to honor or commemorate a place, event or person or reflect a theme.

Objective MIS on availability of stamps & stationery. Better utilization of philately items. Some of the philately items may be lying unutilized in some locations, but the same philately items may be much wanted in another locations. In this case, the philately items can be requested/transferred to other location. MIS on Sales & Revenue.

Automation (Philately Division, Directorate) New stamp issue. MIS on sale of items & stock position across the country as on date. Preemptive steps to avoid surplus stock at various locations. Urgent requirement processing.

Automation (Regional Stamp Depot : RSD) Stock Received from Printing Press Online Indent/invoice processing Stock Dispatch to CSD (Definitive & Stationery) Stock dispatch to Philately Bureau (Commemorative stamp) Dispatch Details maintenance Stock Register Maintenance

Automation (Circle Stamp Depot) Invoice received from RSD Nashik Processing of Indent received from HO Generation of outgoing invoice Generation & submission of stock transfer to another CSD Request to RSD Nashik against urgent requirement Generation of stock register Dispatch of stamps & stationery to HPOs.

Automation (Head Post Office) Quarterly Requirement for definitive stamps & stationery its generation and sending to CSD online. All indents – generated through system Incoming stock from CSD – Goods Received Note (GRN) – captured in system against the online invoice received. Sale to SO / Sales Counter (including philatelic Bureau or counter).

Automation (Philately Bureau) Dispatch details of Philatelic stamps to HO Invoice Received from RSD Indent processing as received from HO Outgoing invoice generation Review of day-to-day issues related to Inventory Management

Automation (Head Post Office) Stock Transfer Request to other HOs located in the same circle or other circle GRN : tracking & accepting invoice received from HO Creating stock transfer invoice Viewing incoming requests

Salient Features Messages and alert from Directorate System generated Indent is available online to the respective place to process within few seconds. Outgoing invoice – based on Indent received through online. System generated invoice available online to the receiving office. After preparing GRN, the stock gets updated automatically. Stock Transfer process from one CSD to another CSD Stock Transfer process from one HO to another HO irrespective of location/circle.

Operational instruction Every CSD/HPO have been given with operators login and supervisor login. To ensure the data accuracy Maker-Checker facility provided. Operator make entry and forward it to supervisor after ensuring the correctness in data. The Supervisor check and confirm it.

Quarterly Requirement HPO Compiles the Data for the Quarterly Requirement and give the information to Circle Stamp Depot. Raise Requirement – To enter the quarterly requirement by HPO. It will open the Quarterly Requirement Entry Screen. Operator Login After saving the data, the status will become ‘saved’ if you see the View Requirement. The operator can modify the data through Edit/Forward Requirement if required.

Quarterly Requirement Operator Login Edit/Forward Requirement – After making entry on quarterly requirement , the operator should forward it to supervisor. Before forwarding, if any change is required in data, the operator can change it. But, after forwarding, the operator has no permission to modify the data. Click on Search Click on Requirement no. to edit/forward. After forwarding, the status will become ‘forwarded’ if you see the View Requirement. If data is not forwarded, the data is not visible to the supervisor.

Quarterly Requirement Supervisor Login Confirm Requirement – Supervisor should confirm the data to make the data visible to the CSD to further process. Before confirming, supervisor is allowed to modify the data if required. After confirmation, neither operator nor supervisor can change the data. Click on Search Click on Requirement no. Confirm After confirmation, the status will become ‘confirmed’ if you see the View Requirement.

Indent HPO raises the indent to CSD to get the stock of Definitive stamp and stationery. HPO can raise two types of Indent. Regular Indent Urgent Indent   Regular Indent - Only one regular indent can be raised for a month. Regular Indents are raised one month in advance. Example : Indent for supply of Nov 2009 to be raised before 31-Oct-2009 to the CSD. Urgent Indent - It can be raised anytime depending on urgency.

Indent Raise Monthly Indent Operator Login Some of the Item categories are Definitive Stamps, Stationery, CRF Stamps, Revenue Stamps, Service Stamps Only the Active Item Code as set by Directorate will be displayed. Directorate has the right to make any item active or Inactive. HPO user can’t add any extra item to Product Master. After saving the data, the status will become ‘saved’ if you see the View Indent. The operator can modify the data through Edit/Forward Requirement if required.

Indent Operator Login After saving the indent, the operator needs to forward it to supervisor through Edit/Forward Indent. Before forwarding, operator can modify & save modified data. Once forwarded, the data can’t be modified by operator. After forwarding the data, the status will become ‘forwarded’ if you see the View Indent.

Indent Supervisor Login Once forwarded, the supervisor can see the added indent. Supervisor can search to view the indent . Supervisor can click on indent no. to get the details to confirm it. 1 2

Indent Supervisor Login If any change is required in data, the supervisor can change it before confirmation. After confirmation only, the data is visible to CSD. 3 After confirmation, the status will become ‘Confirmed’ if you see the View Indent.

Goods Received Note (GRN) Once the CSD enter and approve the dispatch invoice against an indent, the invoice will be visible to respective HPO. Goods may come by post/air/road/rail/by-hand. GRN entry is made by HPO when the goods received from CSD/RSD. Operator will make entry on GRN, forward it to Supervisor. Supervisor will confirm it so that the stock will get updated automatically.

Goods Received Note (GRN) Operator Login Other than commemorative stamps After the GRN Entry, it needs to be forwarded to Supervisor through Edit/Forward GRN.

Goods Received Note (GRN) Operator Login For Commemorative stamps Revenue Stamps are supplied by State Govt. offices. In this case, it can be entered as received from Others. After the GRN Entry, it needs to be forwarded to Supervisor through Edit/Forward GRN.

Goods Received Note (GRN) Supervisor Login Supervisor should confirm the GRN to get stock updated. 2 1 3

HPO Sale – Stamps & Stationery Operator Login If any SO or Sales counter is not found, the same can be entered by Supervisor through Sale Counter Master. Items supplied to Sales Counter/Bureau Sales Counter from the Head Post Office is treated as deemed sale. The entry should be done carefully as it has no confirmation required from supervisor. It is a self-responsibility of the operator.

Stock Transfer Stock Transfer can happen between two HPOs or CSDs. One HPO, say, HPO1 will send the online indent to second HPOs, say, HPO2. Here, for HPO1, ‘Create Request’. On the basis of online Indent submitted by HPO1, HPO2 will generate online invoice and send the goods & invoice to HPO1. Now, for HPO2, ‘Create Invoice’. HPO1 will receive the Goods along with online invoice sent by HPO2. Now, for HPO1, it is ‘Create GRN’ HPO can view the incoming Request.

Stock Transfer Create Request After creating the request, it should be forwarded to supervisor. Supervisor should confirm the request. After supervisor confirmation, the supply office will see the Request.

Stock Transfer Create Stock Transfer Invoice After creating stock transfer invoice, it should be forwarded to supervisor. Supervisor should confirm the invoice. After supervisor confirmation, the receiving office will see the invoice.

Stock Transfer Create GRN Once goods Received with online invoice from other HPO, the operator can enter the Create GRN. It should be forwarded to Supervisor to confirm it. Supervisor will confirm the entry & goods. Finally, your stock will get updated.

Reports/MIS Daily Transaction Report HPO Item-wise Stock Report HPO Denomination-wise Stock Report Invoice Sales Invoice Item-wise Sale

Login Page

Screen shows the Dash board of Circle User Screen shows the Dash board of Circle User. Circle User can see MIS related to Stock, Sale and Stock Transfer.

MIS to see Item Wise Stock Summary of CSD under Circle.

MIS to see Item Wise Stock Report of HPO under Circle.

MIS to see Item Wise Sale Report of HPO under Circle.

Circle Wise Sale Summary Report

Stock Transfer Report under Circle.

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