Computerised Purchase System
User Manual
The Computerised Web-based Purchase System work under windows environment. To operate the system, one should follow the following instructions.
- Switch on the power to the PC and wait till the system boot.
- Select the Internet Explorer from the windows screen (desktop menu) by clicking the mouse.
- Select/Type the address as https://dgserver.dgsnd.gov.in:4445 and you will get the following
menu on your screen :
Computerised
Activities
Of
DGS&D
1.
Suggestion System
2.
Registration System
3. Purchase System
4.
Inspection System
5.
Store Directory
6.
MIS
7.
Items on Rate Contract
8.
Tenders on Web
Select the option 3) Purchase System from
the above menu by Clicking the mouse
and wait for few seconds.
The following menu will appear on the top of your screen
Pre Rate Contract Post Rate Contract
Technical
Particulars/Eligibility Criteria Rate Contract
Tender
Module Performance
Drawal
Processing of RC Bank
Guarantee
Tender Module (NDP) Security Deposit
Processing of RC
(NDP) Amendment
Fall Clause
Others
User Administration
Audit Trail (query)
Change Password
To work with any module
you need a valid user id and password.
By Choosing “Tender Module” the following menu bar will appear on your screen.
|
Administrative Module Working Module
MIS Report Query Windows
Exit |
By
choosing the option from the above main
menu bar “Administrative Module” the
following sub-menu will appear on the screen :
§
Directors Directory
§
Directorate’s S.T.C.
§
Directoratewise Major Stores
§
Short Description for Major Stores
§
Directorate’s Guideline
§
Checklist for Tenderers
You can select any of the item from the above sub-menu for data entry data entry for directors directory , directorate’s S.T.C.(Special Terms and Condition), directorate-wise stores, and directorate’s guideline. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data. By selecting checklist for tenderers one can see the list of check point for tenderers (General Terms & Condition). These two sub menus are read only screen for display and help purpose, user can not do any changes in it. Short description for major stores will be entered by the Directorate and this will be used as a part of tender file number for further reference (e.g. SORT DESCRIPTION/SECTION/RC-MAJOR STORE CODE/RC VALIDITY UPTO)
By choosing the option from the above main menu bar “Working Module“ the following sub-menu will appear on your screen :
- Planning
Note
- Tender
Note
- Tender
Enquiry Document
- Amendments
- Tender
Submission
If you select “Planning Note” or “Tender Notice” from the above sub menu you will further get two more following sub menu
-
Draft
- Approval
By selecting draft or approval from the above menu you will enter data for the directorate wise tender planning note for new item on existing item. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data
If you select “Tender Enquiry Document” you will get the screen for tender enquiry entry screen. There are some places where you have to chose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data. After entering validity, expiry date etc., other important attachment like G.T.C. (General Terms & Condition), S.T.C. , T.P. (Technical Particulars) and other information of T.E. is done with the same entry area by one “click button” .
Once
you select the “Amendments” from the above sub menu you will further get the
following sub menu
-
Tender Notice / Enquiry
-
Item Details
-
Special Terms & Condition
-
Technical Specification.
Any amendments in data/information can be done by choosing any of the above options. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.
By selecting “Tender Submission” from the sub-menu of “Working Module” you will further get a menu as “ Bidder Details to Submission” which is a data entry module for bidder information in details. After entering bidder (registered with DGS&D & others) information successfully its compliance with G.T.C., S.T.C. and Performance Statement is checked from the “Click Appropriate Button”. Finally Tender submission with price details is to be entered. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.
By
choosing the option from the above main menu bar “MIS“
the following sub-menu will appear
on your screen :
§
Due Dates
§
Gazetted Holidays
§
S.T.C. for
Directorates
Once you choose the option “Due Date” it will generate tender planning due date report and one can also see this report on the screen by selecting the option ‘preview’. If you choose the option “Gazetted Holidays” you can see the year-wise list of gazetted holidays on your screen by clicking “down arrow”. If you choose the option “S.T.C. for Directorates” you will get special terms & condition for directorate where you can choose the directorate by clicking “down arrow”.
By
choosing the option from the above main menu bar “REPORT“ the following sub-menu will appear on
your screen :
§
Tender Notice
§
Tender Enquiry
§
Comparative Statement
§
Ranking Statement
For Tender Notice Report You select the directorate and the desired file no. and select the format you wish(PDF format is recommended).
For Tender Enquiry Document You select the directorate and the desired file no. and select the format you wish & the type of tender like single bid or two bid.
For Comparative statement: Once tender is submitted through computer you can generate the comparative statement for all supplier or any particular supplier.
For Ranking Statement Select the LPP year and the tender no. & item no. for which statement is to be generated with given option (like regular,past supplier,basic price & only DGS&D supplier).First you ensure that the Mapping of store has been done and LPP has been entered in the new system.
By
choosing the option from the above main menu bar “QUERY“ the following sub-menu will appear on
your screen :
§
Tender Due For Opening
§
Tender Due For Opening in a period
By Choosing “Processing of RC”the following menu bar will appear on your screen.
|
Tender Decision
Revised tender Counter
Offer Negotiation Scraping
RC Award Adv. RC RC Document Exit |
By choosing the option from the above main menu bar “Tender Decision” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for Tender decision.
By choosing the option from the above main menu bar “Revised Tender” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for Tender decision. You have to choose the tender number by the “ down arrow”.
By choosing the option from the above main menu bar “Counter Offer” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for Counter Offer Details. You have to choose the tender number by the “ down arrow”. You can generate report by selecting report option.
By choosing the option from the above main menu bar “Negotiation” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for Negotiation Details. You have to choose the tender number by the “ down arrow”. You can generate report by selecting report option.
By choosing the option from the above main menu bar “Scrapping” the following sub-menu will appear on the screen :
§
Entry
This option ”Entry” is for enter the data for Tender Scrapping. You have to choose the Full by the “ down arrow”.
By choosing the option from the above main menu bar “RC Award” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for RC Selection. You have to choose the tender number and Item by the “ down arrow”.
By choosing the option from the above main menu bar “Adv RC” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for ADVANCE rate Contract Documents.
By choosing the option from the above main menu bar “RC Documents” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for enter the data for Rate Contract documents.
By Choosing “Rate Contracts ”the following menu bar will appear on your screen
§
RC Report with all amenments
In this option you can print the RC Documents with all amendment
By Choosing “Amendment”the following menu bar will appear on your screen.
|
General
NDP Exit |
By choosing the option from the above main menu bar “General” the following sub-menu will appear on the screen :
§
Entry
§
Add Item
This option “Entry” is for enter the data for Amendment.. You can generate report by selecting report option.
This option “Add item” is for enter the data for Add item.. You can generate report by selecting report option
By Choosing “Fall Clause”the following menu bar will appear on your screen.
|
Item Selection
Fall Clause Exit |
By choosing the option from the above main menu bar “Item Selection” the following sub-menu will appear on the screen :
§
Entry
This option “Entry” is for selecting the data for fall clause
By choosing the option from the above main menu bar “Fall Clause” the following sub-menu will appear on the screen :
§
Counter offer
§
Without counter offer
This option “Counter offer” is for enter the data of Fall Clause with Counter offer. You can generate report by selecting report option.
This option “Without Counter offer” is for enter the data of Fall Clause without Counter offer. You can generate report by selecting report option
NOTE :
-
For
Exit from the main menu bar /
sub-menu choose “EXIT” option as
and when required.
- If any date field
appear always enter
as dd/mm/yyyy where dd- day,
mm - month & yyyy – Year in 4 digits. For example enter
25th Feb 2003 as
25/02/2003
Change Password :
This option is available to all users to
change their password in regular intervals.
Computerised Registration System
User Manual
The Computerised Web-based Registration System work under windows environment. To operate the system, one should follow the following instructions.
- Switch on the power to the PC and wait till the system boot.
- Select the Internet Explorer from the windows screen (desktop menu) by clicking the mouse.
- Select/Type the address as https://dgserver.dgsnd.gov.in: 4445 and you will get the following menu on your screen :
Computerised
Activities
Of
DGS&D
9.
Suggestion System
10.
Registration System
11.
Purchase System
12.
Inspection System
13.
Store Directory
14.
MIS
15.
Items on Rate Contract
16.
Tenders on Web
Select
the option 2) Registration System from the above menu by Clicking the
mouse and wait for few seconds.
The following menu will appear on the top of your screen
Application
received through WEB
Processing of Application
Monitoring
By Choosing “Application received through WEB” the following menu bar will appear on your screen.
|
Application Form For
Manufacturer (Form-A) |
Application Form For
Agent (Form-B) |
Status of Application |
Blank Tour Guidelines |
Exit |
By choosing the option from the above main menu bar “Application Form For Manufacturer (Form-A)” the following sub-menu will appear on the screen :
§
Initial
§
Additional
You can select any of the items i.e. Initial or Additional from the above sub-menu for data entry. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.
Similarly by choosing the option from the above main menu bar “Application Form For Agent (Form-B)” the following sub-menu will appear on the screen
§
Initial
§
Additional
You can select any of the items i.e. Initial or Additional from the above sub-menu for data entry. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.
By choosing the
option “Status of Application “ the supplier can
come to know on-line
status of application by giving acknowledgement No.
By choosing the option “Blank Tour Guidelines” the following sub-menu will appear on the screen
§
FORM – A
§ FORM --B
You can select any of the item i.e. FORM - A or FORM - B from the above sub-menu. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.
By Choosing “Processing of Application” the following menu bar will appear on your screen.
Select Directorate:
Processing Center:
User Id :
User Password :
OK Cancel
“Select Directorate” & “Processing Center” both you have to select from the drop-down list by clicking ‘down arrow’ on the right.
Enter the Username & correct password and click OK button by mouse. Now the following menu bar will appear on the screen :
|
Processing
of Application |
Misc/
Amendment |
Allocation/
Recommendation |
Utilities |
Reports |
Deletion |
Exit |
By choosing the option “Processing of Application” from the above main menu bar the following sub-menu will appear on the screen:
- Checklist (Documents) / Acknowledgement Receipt
- Finalisation / Generation of Certificate
- View of Application received through Web (Form-A)
- View of Application received through Web (Form-B)
Once you select the first option from the above sub-menu you will get the checklist of documents where you can further select the radio button Yes/No accordingly for further processing. User name & place of posting will appear on top corner of the right side of your screen.
Once you select the second option from the above sub-menu you will get the generation of registration certificate. Name & place of posting will appear on top corner of the right side of your screen. File No., Ack No. and Supplier etc you can select from the drop-down list by clicking ‘down arrow’. Validity field you have to enter. You can save or print by selecting Save or Certificate option respectively.
You can view
the application Form-A or Form-B by selecting option 3rd or 4th
from the above sub-menu.
By choosing the option “Misc/ Amendments” from the above main menu bar the following sub-menu will appear on the screen:
- Annual Turnover
- Prop. /Partner/Director
o
Add Prop. /Partner/Director
o
Change Prop. /Partner/Director
o
Delete Prop. /Partner/Director
- Governing specification
- Production capacity
- Validity of Registration
- Firm’s Name
Once you select the first option from the above sub-menu you will get the Annual Turnover. File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.
Once you select the first option from the above sub-menu you will get the Prop./Partner/Director. File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.
Once you select the first option from the above sub-menu you will get the Governing specification. File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.
Once you select the first option from the above sub-menu you will get the Production capacity File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.
Once you select the first option from the above sub-menu you will get the Validity of Registration. File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.
Once you select the first option from the above sub-menu you will get the Firm’s Name. User name & place of posting will appear on top corner of the right side of your screen.
By choosing the option “Allocation/Recommendation” from the above main menu bar the following sub-menu will appear on the screen :
§
Allocation of works
§
Allocation of Items
§
Recommendation
Once you select the first option from the above sub-menu you will get the allocation of works. User name & place of posting will appear on top corner of the right side of your screen. File No., Ack No., Supplier, processing Directorate and Processing center etc you can select from the drop-down list by clicking ‘down arrow’.
Once you select the second option from the above sub-menu you will get the allocation of Items. User name & place of posting will appear on top corner of the right side of your screen. You have to select the right data from the drop-down list by clicking ‘down arrow’.
Once you select the third option from the above sub-menu you will get the Processing for Recommendation. User name & place of posting will appear on top corner of the right side of your screen. You have to select the right data from the drop-down list by clicking ‘down arrow’.
By choosing the option “Utilities” from the above main menu bar the following sub-menu will appear on the screen :
§
State Directory
§
QA Office’s Directory
§
QA Officer’s Directory
§
Administration
Once you select the first option from the above sub-menu you will get the Entry Screen for State Directory.
Once you select the second option from the above sub-menu you will get the entry screen for QA Office Directory. You have to select the right data from the drop-down list by clicking ‘down arrow’.
Once you select the third option from the above sub-menu you will get the entry screen for QA Officer Directory. You have to select the right data from the drop-down list by clicking ‘down arrow’.
Once you select the 4th option from the above sub-menu you will get the Administration. By selecting it you can Change your password whenever you want.
By choosing the option “Reports” from the above main menu bar you can generate following various reports:
§
Registration Certificate/Technical Deficiency
§
Officers List
§
Registration Cases finalized
§
Pendency of Registration Cases as on date
§
Pendency of Registration Cases for No. of days
§
Zone wise Registration Directory
§
List of Registered Suppliers for a given State
§
List of Registered Suppliers for a given City / Town
§
List of SSI Firms registered during the period
§
List of Non-SSI Firms registered during the period
§
List of Registered Firms for a given Item
§
List of items registered for a given firm
§
State wise summary of report
§
Summary of registered cases
§
Firms registered as Manufacturers/Assemblers etc.
§
Report for a given firm -Items / Agents
§
Report for a given Agents -Items / Manufacturers
§
Zone wise Statistical report
§
Generation of daily reminder to the firm
§
List of applicant firm
By choosing the option “Deletion” from the above main menu bar the following sub-menu will appear on the screen :
- Deletion of items (work-wise)
- Deletion of items (work-wise for minor items)
Once you select the first option from the above sub-menu you will get the Deletion of items (work-wise). User name & place of posting will appear on top corner of the right side of your screen. File No. , Ack No., Supplier, processing Directorate and Processing center etc you can select from the drop-down list by clicking ‘down arrow’
Once you select the first option from the above sub-menu you will get the Deletion of items (work-wise for minor items) User name & place of posting will appear on top corner of the right side of your screen. File No. , Ack No., Supplier, processing Directorate and Processing center etc you can select from the drop-down list by clicking ‘down arrow’
By Choosing “Monitoring” the following menu bar will appear on your screen.
|
Summary of Registered Cases |
Progress of Registered cases |
Firm wise Registration |
Item wise Registration |
Exit |
By choosing the option “Summary of Registered Cases” from the above main menu bar the following sub-menu will appear on the screen :
- All India wise
- Zone wise
- Directorate wise
- State wise
By choosing the option “Progress of Registered cases” from the above main menu bar you can see the progress of Registered cases.
By choosing the option “Firm wise Registration” from the above main menu bar you can see Registration cases firm wise.
By choosing the option “Item wise Registration” from the above main menu bar you can see Registration of cases item wise.
NOTE :
-
For
Exit from the main menu bar /
sub-menu choose “EXIT” option as
and when required.
- If any date field
appear always enter
as dd/mm/yyyy where dd- day,
mm - month & yyyy – Year in 4 digits. For example enter
25th Feb 2003 as
25/02/2003
Government of India
Directorate General of Supplies &
Disposals
Ministry of Commerce & Industries
New Delhi
July 2004
Government of India
Ministry of Communications and Information
Technology
Department of Information Technology
National Informatics Centre
New Delhi
Executive Summary
This document gives an overall view of how
to access the Inspection module and the relevant information on various screens
pertaining to Inspection Module. The document is organized in such a way that,
the flow of work and the screen both are Inter-related. This document will
assist the user who has basic knowledge in accessing the system.
The Screen shots of the screens pertaining
to that Module will be shown which will help the user to follow-up on the
details of entry. The Modules covered include
- DAK Module
- Online
Supply order
- Online
Inspection Call
- Online
Consignee Rejection Entry
- Supply Order
Processing
- Pre-Stock
Inspection
- Inspection
Details and I-Note Printing
- Despatch of
Stores
- Receipt of
Stores
- On-line
Consignee Rejection Details
- Quality
Audit
TABLE OF CONTENTS
3.2
Supply Order Consignee wise Item Entry
5. Non-Departmental Purchase Order:
6.1
Processing of Pre-Stock I-Call at Section
6.2
Processing of Pre-Stock Inspection at DQA.
6.3
Allocation / Release of Stores by Stock Transfer
6.4
Receipt of Stores by Stock Transfer
9. Consignee Rejection Details
1.
Introduction
This Document gives a step by step
explanation on the usage of various modules pertaining to Inspection. Each user
is given a user name and a password. Depending on the designation of the user
and the activities performed by the user, the screens which are relevant to the
user is displayed. Each time an entry
is made in the system, the details of the user who made the entry and the time
at which the entry is made is stored in to the system.
The On-line entries which are received
through web can be easily transferred to the corresponding section at a click
of a mouse. No re-entry of these data is to be done. Necessary reports are
built in to the system to follow-up various items that are to be monitored thus
facilitating the Department to know the status of inspection at any point of
time.
2.
DAK
Module
2.1 DAK Entry
The primary entry of manual data received by
post is through this module. The Correspondences which are received by post /
courier are fed in, through this module. Minimum entries relating to the letter
received is made in this screen. The detail once entered is then marked to the
corresponding section, and the physical paper is sent to the corresponding
section. At the section, depending on the letters assigned, the corresponding
file can be opened and further processed through system. The DAK Module entry
is done at the PRO Section. The Details to be entered in the DAK module is
given below and the explanation of each field is also provided here.
- The type of
letter through which the entry is received should be selected here. The values that may come in this field
are Registered Post, Courier, Under Postal Certificate, By Hand and others
- Once the
above option is selected, in case of Courier, Registered Post and Under
Certificate of Posting, the corresponding Registration no and date to be
entered.
- The next
filed should be used to select the category of the letter. There are
different categories which are as follows:
|
General |
DGSD
A/T |
|
Insp.
Call |
Supply Order |
|
Registration |
Insp.
Fee |
|
Complaints |
Quality Audit |
|
DGS
and D R/C |
Pre-Stk
Insp |
|
NON DGSD R/C |
|
The letter received is sorted at this stage
into one of these categories based on the contents of the letter.
- The letter
reference no and Date are to be entered in to the system.
- The Date of
receipt of the letter at the QA Office is to be entered. By default, the
current date will be populated in to this field.
- The name of
the Firm from whom the letter is received should be entered.
- Then the
section to which the letter is marked should be entered. This will
complete the entry of basic information for a communication received from
other offices/users/suppliers.
a.
Payment Entry
Some times, a letter such as Registration
may have some Demand Draft /Cheque may be received. To facilitate entry of
these, the button any payment should be clicked as YES and clicking on Save
Button will take us to a new screen, where the details of Cheque or Cash or DD
Can be made.
·
The Dak No
will automatically come in and the next action is to select the mode of payment
such as DD / Cheque / Cash
In
case of DD/Cheque, the details such as DD/Cheque No, Date of Cheque should be
entered.
·
The amount
received should be entered
·
In case of
DD/Cheque, the Bank Details should be entered and the record can be saved by
clicking on the save button.
This completes the entry in the DAK Section.
b.
Reports from
DAK Module
The details entered in the DAK module may be
monitored using various reports available. They are as follows:
- List of DAK
received for a Day
- List of DAK
pending allocation of File Number
- List of payments received and their details
- Printing of
acknowledgment for the payment details
- Printing of
Address slips.
3.
Supply
Order Module
The Supply order entry is done at the
Sectional level first and after completing the entry the details are passed on
to the concerned AD(QA). The Supply
Order entry and the Item entry and Consignee entries are to be made at the
Sectional Level. The Item and Consignee entry screens allows more than one Item
/ One Consignee per Item per supply order.
The Supply order entry screen has 2 separate screens.
- Once the
officer at the section enters into the Inspection system by using the user
name and password, depending on the section, the Supply orders marked to
the respective section is displayed in the list box which can be picked up
easily. The DAK Date is also
displayed from the DAK entry already made.
- The next
step is to assign the RC No to the supply order received. For this a
button R/C Search is kept which when clicked will help to pick up the
RC. The R/C Search Screen is as
shown below. Once the Correct R/C is selected, the details such as validity,
extended validity, the Supplier name and Address, Manufacturer name and
Address is immediately displayed on the screen. A button to view the R/C
is provided and this will list the complete contents of the R/C on the
screen.
·
After
selecting the Rate Contract No, a file number should be assigned to the Rate
Contract. The SO may be assigned to an existing file which was opened earlier
or may be a new one. In case, it is known that the file number exists for this
R/C, Clicking on the old button will list the existing file numbers opened for
the section. The same can be selected from the list box and this SO gets
assigned to the concerned file No.
·
The Paying
Authority Name and Address will be fetched from RC and displayed. After
completing the above, clicking on next button will take to the second screen of
the Supply order.
- The Indentor
type should be selected here. Provision has been made to make entries in
the Indentor master when new Indentor is to be entered in this screen.
- The Supply
Order Placing Authority Name, Address, City, State and Pin code to be
entered in this column.
- The Supply
order Number, Date of Supply Order, the Delivery Date has to be entered.
- The Supply
order details may be entered either by the supplier at the time of I/Call
or the SO Placing authority while placing the order through web. The same
may be selected.
- The Account
head debitable should be entered here.
- Highlights /
Remarks made by senior officers if any may be entered.
The details entered may be saved by clicking
on the save button.
3.1 Supply Order Item Entry
The Items listed in the supply order should
be entered.
- The Sub file
number automatically comes and the Supply order number and R/C No also
gets displayed automatically.
- The list of
Items under the Particular R/C will be shown in the list box which can be
selected and the Stores description will be displayed. The Final effective
price after taking into account, the Excise Duty (incl/excl), CST
(Incl/Excl) will be automatically fetched and displayed from the database.
- The unit
quantity also gets displayed after the item is selected.
- In case
other taxes, Transport charges which are to be included specifically for
the State or other such details ma be entered and the total value will be displayed by the
system automatically.
The above entries can be repeated for any
number of items in the supply order. The screen will automatically scroll, if
more than five items are entered in a supply order.
3.2 Supply Order Consignee wise Item Entry
On Clicking at the “Consignee” menu at the
top of the Supply order screen, the following item screen is displayed. This entry is done consequently after
entering the Item details for the supply order.
- The sub file
number may be selected through the list box and once the sub file number
is selected, the R/C No gets automatically selected.
- The
consignee details for that supply order should be entered at this point
and this can be fetched from the master file if the entry is already
present or a new consignee entry may be added which will become part of
the master database. The same can be used later for other supply orders in
future.
- The Accounts
Officer, Mode of Despatch such as Road, Rail, Air or Ship and Station Name
should be entered here.
- Since the
sub file number is already selected, the list of items under that Supply
order can be selected one by one and the Quantity ordered may be entered
for the consignee.
- The above
step may be repeated till all the items for the consignment is allotted to
the Consignee.
- Clicking on
the save button will save all the details for that consignee.
Similarly entries for other
consignee may be entered in this screen by selecting the corresponding sub file
number.
4.
Inspection
Details
The Inspection call details can be entered
through three different screens. The basic information of Inspection Call will
be entered by the officer at the Concerned Section. Once the details are
entered, the same is marked to the Director and then to AD(QA) and the
concerned DD(QA) and DQA will also be routed through.
4.1 Inspection Call
- The Sub file
No should be selected from the list box. Only sub files belonging to that
section will be listed based on the user who has logged in to the system.
- The DAK No.,
the letter reference No and date, the Rate Contract Number, Supply order
Number , the Name of the firm are all displayed on the screen.
- The Name of
the officer should be selected which will be filtered from the list of
officers under that section. Once the Officer is selected, the Date of
Marking automatically is put into the system.
- The Item
Code and Item name and the Quantity Offered for Inspection is entered for
all items tendered for inspection.
On clicking on the save button,
the records are saved in to the database. Once the record is saved, the I-CALL
No is allotted for the Inspection call.
4.2 Inspected Details
The Inspection files marked to the concerned
AD(QA) can be seen at this screen and on entering the I-CALL No. The related
details entered at the section are fetched and displayed on the screen.
·
The list of
items already entered will be displayed on the screen. If the Item is not
inspected, the delete button at the beginning may be pressed which will only
remove the items from the screen and will be displayed next time the same
I-Call No is selected.
·
The Quantity
Accepted and Rejected has to be entered by the AD(QA) and if there are rejected
quantities, then the Remarks or Reasons for rejection should be entered.
·
Date of Visit
or Dates of Visits to be entered.
·
If the sample
is sent for Test, the date of sending the sample for test should also be
entered.
·
Results of
Test report whether satisfactory or not and the reasons for not satisfactory to
be entered.
The Save button may be clicked to save the
records into the database.
4.3 Release of Stores
The release of inspected stores is done in
this screen. The consignee wise allotment is also made in this screen.
- The sub file
number is to be selected as the first entry of this screen. Once this is
selected, the R/C No., the Consignee details, the Item details all are
displayed.
- For each
Item, the quantity released is to be entered.
- After
entering the release details, the same should be saved on to the database.
An I-Note No is generated and stored in to the database. Clicking on the
I-Note Print button will print the corresponding I-Note Details.
5.
Non-Departmental
Purchase Order:
The details such as Purchase Order Number,
Type and Name of Indentor, The Supplier and Manufacturer details have to be
entered. The Date of Delivery , the Account Head to which debitable and the
special note if any are to be entered.
The Item details entry pertaining to that
NDPO to be made.
The details of Mode of Despatch, Consignee Address, City and State etc are to be entered. The Store Details to be entered along with the Quantity Ordered and allocated. Quantity already allocated (if any) will be displayed for that store.
5.1
Inspection Call for NDPO:
On selecting the Sub File Number, the Details already fed for that Purchase Order will be automatically displayed. The Details of marking to the respective ADQA, DDQA, DQA is to be entered. The Stores offered for Inspection can be entered by selecting the appropriate Item Code. Necessary checks are included for verifying the correctness of quantity offered for Inspection.
5.2
Inspected Details:
The Details after inspection of the Purchase order by the concerned officer is made. The Items inspected with the quantity accepted and rejected may be entered. This can be repeated for all the items in that Purchase order. After this the Dates of visit, Action take, Mode of Stampinh / Selaing and Packing details can be entered. Then clicking on save button will store the details in the database.
5.3
Release of Stores:
Once the sub file number is selected, the Qunatity to be released for the consignee, consignee wise may be entered. After amking all the entries, the save button may be clicked.
6.
Pre-Stock
Inspection Call
6.1 Processing of
Pre-Stock I-Call at Section
The Pre-stock Inspection details can be
entered through the following screen. The basic entries of the Inspection
details are entered at the section.
·
The DQ Office
has to be selected by clicking on the Office list box.
·
The Section
has to be selected which deals with the Pre Inspected Stock Call.
·
The DAK No and
DAK Date pending for the concerned officer gets listed which can be selected
and if a file number is already assigned, the same can be selected. If a new
file no is to be allotted, the same can also be done and automatically a file
number will be allocated.
·
The related
R/C No is to be selected. If the R/C No is selected, then Contractor’s Name and
address and Manufacturer’s Name and address will be displayed on the
corresponding fields.
·
Firms Call
Letter No and Date is to be entered.
·
The names of
the Officers to whom this I Call is marked is also entered.
·
The Details of
Item for which the I Call is to be made is entered for all the items in the
Inspection Call.
When the save button is pressed, a Pre-Stock
Inspection Call No is generated by the system and this call gets transferred to
the corresponding AD(QA) who has been selected for carrying out the inspection
call. When the AD(QA) logs in the following screen appears.
6.2 Processing of
Pre-Stock Inspection at DQA.
- When the
Officer selects the code, the PSI Calls allocated to the Officer gets
listed. These can be selected and on selection, the details entered at the
section gets displayed on the screen.
- The AD(QA)
enters the Quantity Accepted and Quantity rejected if any and reasons for
rejection is also entered.
- The same on
saving gets forwarded to the DD(QA) and then to DQA. Once the DQA approves
the same, the file is submitted to the section.
This completes the Inspection of Pre-Stock.
The Stock gets added depending on the quantity accepted and is kept as balance
in the concerned directorate.
6.3 Allocation / Release
of Stores by Stock Transfer
The allocation / Release of stores is done
by the concerned AD(QA) On selecting the PSI Call No, the list of Items ready
for the Stock Transfer with the available quantity is displayed. The Quantity of transfer for any item and
the Directorate to which the quantity to be transferred is to be selected. This
can be done for more than one Item, if multiple Items are to be transferred.
The balance is automatically maintained by the system.
6.4 Receipt of Stores by
Stock Transfer
The receipt of stores from other
Directorates is handled through this module.
The entry to this module automatically gets
transferred through the DAK Module, when the stock is transferred between
Directorates. Once the Stock is physically received, the same quantity is
updated in the database. This results
in increased stock at the receiving Directorate for the specified items
received.
7.
Despatch
Details
Once the Despatch details option is chosen,
the following screen appears. The respective vendor enters details relating to
the Despatch of stores.
- The Office
is to be selected first and upon selecting the office, the officers in
that office list comes.
- The officer
code if selected will result in selecting all I-Notes pertaining to that
officer.
- The I-note
if selected will display all details available such as SO No and Date, RC
No, Consignee Details , Consignee Name, Contractor Name, Mode of Despatch,
Works Destination
- In addition
all items released under the I-Note will also get displayed.
- Itemwise,
Quantity despatched should be entered. Once this is entered, the Quantity
pending despatch and quantity pending supply also gets displayed.
- If the
Actual mode of Despatch is different from the RC, then the same with the
authorization letter no and date should be entered.
- The Railway
receipt no and Lorry Receipt No should be entered. The consignment date
should also be entered.
- The address
of despatch station, state and Pin code should be entered,
- The address
of destination station, state and pin code are also to be entered.
- The gross
weight of the Items dispatched and their Freight charges with packing
details to be entered.
- The
insurance agency name, Amount for which insured and the Insurance charges
paid should be entered.
- The Military
Credit Note No and date may be entered if available.
- Special Note
if any may be entered.
- There is a
provision to generate letter to consignee to send the details about the
despatch details which can be generated by clicking on the Generate letter
button.
- Clicking on
Save button will generate the Despatch ID, which will save the despatch
details in to the database.
8.
Receipt
of Stores
This is also called as Receipt certificate.
The consignee after receipt of the consignment has to give a certificate
indicating that the goods have been received in order. In case, some of the
goods are not received in good condition, then this certificate should indicate
the status of Receipt.
The I-Note no is to be selected from the
drop down box. This list will be from the Despatch of Stores details and once
the I-Note is selected, the consignment number is to be entered.
·
The RRLR
Consignment Number and date automatically gets displayed.
·
The actual
Delivery date is to be entered by the Consignee.
·
The advance
payment made such as 90%, 95% or 98% is to be selected from the drop down box.
·
The Voucher
Number and Voucher date are to be indicated. On pressing the tab key or enter
key, the following entries can be made.
·
The Items
dispatched under the specific despatch will automatically be displayed, once
the mouse is clicked on the Item Code box.
·
The Item which
is said to contain defects should be selected and the nature of damage due to
carrier, Deficiency, breakage, Freight etc to be selected.
·
Once selected,
the reasons for claim under each item should be explained.
·
In case of
defect de to carrier, the value should be entered and in case of defect due to
other damages, the quantity involved should be entered.
·
A button to
view the Provisional Certificate is provided which gets a confirmation from the
assessee, that the entries are correct.
·
Freight
Charges paid (Y/N) is to be entered.
·
Any Claim
raised by consignee should be made as Y/N.
·
Balance
payment I-Note release with or without remarks should be clicked.
·
On Clicking
the save button, the details are stored in the database and the Receipt ID is
generated by the system.
9.
Consignee
Rejection Details
The Consignee Rejection received either by
post or in hand can be entered through the Complaints Module. The complaints
regarding the Quality on products supplied through DGS&D should be entered
through this sub module.
- The Office
to which the complaint is to be addressed is entered here.
- The I-Note
issued under the office will get listed. On selecting the I-Note details,
the SO Number, the SO Date, the Rate Contract Number, the rate contract
date, the consignee Name and Contractor Name are displayed.
- The Quantity
for which, the complaint is made is to be entered. The value is
automatically calculated and is displayed.
- Nature of
complaint such as Quality Complaint, Transit Damage, Short Supply or
others is to be selected.
- The
Description of complaint is to be entered.
- The complaints pertaining to other items if any can be
made by repeatedly selecting various Item codes and clicking on the save
button will automatically display the Complaint No. Only one Complaint No
is allocated, if more than one item is involved in a complaint.
Work flow for testing the entry of Inspection Module:
- Log in as PRO Level:
· Make the entry for SO in the DAK Module.
· Exit from DAK Module
- Log in as Section Officer Level
- Click on Supply Order Button
- Make the Complete entry of Supply Order
- Make the allocation to Consignee
- Exit from Supply Order Module
- Log in as PRO level:
- Make the entry for Inspection call in the DAK Module.
- Exit from the DAK Module
- Log in as Section Officer Level
- Click on Inspection Call Button
- Make the Complete entry of Inspection call
- Exit from Inspection call Module
5. Log in as AD
- Select Post Inspection Details button
- Enter the Details of Marking and Inspection Details
- Log out.
- Log in as DD
- Approve the I/Call.
- Log out
- Log in as Director
- Approve the I/Call
- Log out
- Log in as AD
- Click on Release of Stores button
- Enter the Details
- Save the record
- Generate the I-Note.