CSI Manual PDF

CSI hand book
By
SPOS
Warangal division
Name
Employee ID
Profit Centre
Office Facility ID
1
Page
SPOS, WARANGAL DIVISION CSI HAND BOOK

CONTENTS
Page No.
DPMS
 Accountable Mail delivery process 5 - 12
1. Issue to Postman 5-7
2. Postman Returns 8
3. Article redirection 9
4. Article return 10
5. Article on hold 11 - 12
 EMO mails individual 13 - 25

1. View/update moneyorder 13 - 14
2. Invoice to postman 15 - 16
3. Supervisor approval EMO 16 - 17
4. Cash payment to Postman 17 - 18
5. EMO returns 18 - 20
6. EOD supervisor confirmation 20 - 21
7. Cash return from postman 22
8. EMO redirection 23
9. EMO return to sender 24 - 25
10. Supervisor approval for redirected & returned EMO 25
 Window delivery 26 - 29
1. Window delivery for accountable mails 26 - 27
2. Window delivery for EMO 28 - 29
 Ordinary Mail Process 30 - 35
1. Issue to Postman 30 - 31
2. Postman returns 31 - 32
3. Supervisor EOD confirmation 33
4. Treasury submit accounts 34
5. Treasury submit accounts 35
 BO Delivery 36 - 42
1. Issue EMO to BO. 36 - 37
2. BO Supervisor approval EMO 38
3. BO EMO returns 39 - 40
4. Issue article to BO 40 - 41
5. BO article returns. 42
2
Page

BACK OFFICE Page No.
 DAY BEGIN/COUNTER ALLOCATION/CASH TO COUNTER/
CASH FROM COUNTER/ ACCOUNT SUBMISSION/
REPORTS/ DY END 43 – 52
 IPVS BAG CLOSE/ BAG DISPATCH/ VERIFY INSURED BAGS 53 - 59
POS
 SALE OF STAMPS 60- 66 
 SHIFT BEGIN / ACCEPTANCE OF CASH/STAMPS/IPO FROM
TREASURY/BALANCE TRANSFER/SHIFT END. 67 - 69
 BOOKING OF MAILS(SPEED,REGISTERED,PARCEL) 69 - 90
 SALE OF IPO’S. 91 - 93
 BOOKING OF OTHER VALUE ADDED PRODUCTS OD
INDIA POST 93 -103
FINANCE AND ACCOUNTING (F & A)

 CASH REQUEST FROM CASH OFFICE 104 - 107 
 EXCESS CASH TRANSFER TO CASH OFFICE 108 - 109
 DRAWINGS FROM BANK 110 - 112
 REMITTANCE TO BANK 113 - 114
 VOUCHER POSTING FOR BILLS PAYMENT 115 – 118

SAP MM GUIDELINES 
 VIEW STOCK BALANCE 118 - 120
 RECEIVE STOCK BALANCE 121- 122
 SALE OF STAMPS/STATIONARY/IPOS 122
 SENDING STOCK TO BO 123 - 127
 PRINTING OF STAMP STOCK 129 - 130 
 REVERSAL DOCUMENT IN SAP 131
 CHEQUE REQUEST TO HO 132 - 141
3 Page

HR

 APPLY LEAVE 142 – 144

 Problems & Trouble shooting 145 – 148

 CSI reporting for Post offices 149

4
Page

Delivery Postman Management Services
Accountable mails delivery process
To enter into DPMS main screen, use transaction code ZMODPMS.
 Issue to Postman:-
Click on “Issue to Postman” option

5
Page
Enter your office facility ID

Enter Shift No., Beat ID.
Enter article number
After scanning all articles, Click Save.
Click OK.
6
Page

Click Print Delivery Manifest.
After printing Click Cross (X).
7
Page

 Postman Return:-
Enter Facility ID field, Shift No. filed & Beat number

Click Fetch button.
8
Page
Enter remarks for all articles & Click Save button.

 Redirection :-
Enter article number.

Click Reason for Redirection.
Click Enter button.
Click Save button.
9
Page

 Return :-
Enter Article number.

Enter Reason for Return.
Click Enter button.
Click OK button.
Click Save button.

10
Page

 Article on Hold :-
Click double square of Facility ID field and select your office.
Click Post Master list item.

11
Page

Click Poste Restante label.
Click Enter button.
Click Save button.
12
Page

EMO Mails Individual
 View/ Update Money Order :
Click on View/Update MoneyOrder
Enter Facility id and press Enter
13
Page
Click Assign Beat button.

Click Print button.
Take printout & Click Cross (X).
14
Click Save.
Page

 Invoice to Postman:-
Click Invoice To Postman link label.
Enter your office facility ID & Click Beat Id.
Select the beat.
Click Get Data button.

15
Page

Select the EMO’s you wish to invoice to the postman.
Click Save button.
 Supervisor Approval EMO:-
Click on Supervisor approval link lable.
Click ENTER button.

16
Page

Click Select All button.
Click Approve button.
 Cash Payment to Postman:-

Click Cash Payment To Postman link label.
Click Enter.
17
Page

Click check box.
Click Cash to Postman button.
 EMO returns:-
Click Return From Postman link label.
Enter your office facility ID & Beat ID.

18
Page

Click Get Data.
Select the EMO’s for which you wish to update the Reason for Non-Delivery.
Select Reason for Non Delivery, Reason Type.

Click Assign Button
Click Select All button.
Click Payee details link label.
Click OK button.
19
Page

Click FINISH button.
 EOD Supervisor confirmation:-

- Click EOD Supervisor Confirmation link label.
Enter Your office facility ID & Beat ID.

20
Page

Click Enter button.
Click View Modified Address button.
Click OK button.
Click Save button.

21
Page

 Cash return from Postman:-
- Click Cash Return from Postman link label.
Enter Office facility ID & Beat ID.
Click Enter button.

Click Receive Payment from Postman button.
22
Page

 EMO redirection:-
- Click Redirection link label.
Enter eMO number.

Click Reason for Direction, redirection address, pincode. Click Enter button.
Click Check box control. Click View/Modify button.

Click Save button. 23
Page

 EMO return to sender:-
- Click Return link label.
Enter eMO number.

Select Reason for return control.
Click Enter button.
.
Click View/Modify button.
Click Save button.
Click Reason for Return combo box.
Click OK button.
24
Page

Select reason for return & Click OK button.
 Supervisor approval for Redirected & Returned EMO:-
Click Check mark control.

Click Approve button.
25
.
Page

Window Delivery
Window delivery for accountable Mails:-
Click Window Delivery for Accountable Mail link label.
Click Enter button.
Click ID Proof Document combo box and selct ID proof type.

Click ID Proof Number control. & Click PRINT button.
26
Page

Click Save button.
27
Page

Window Delivery for EMOs:-
- Click Window Delivery for Money Order link label.
Click Enter button.
Click ID Proof Document combo box and select ID proof type.

Enter Document number in Proof Number combo box.
Click PRINT button.
28
Page

Click Save button.
29
Page

Ordinary Mail Process:-
 Issue to Postman:-
Click Issue to Postman link label.
Enter all required details.
30
Page
Select Beat Id.

Enter Count of articles, weight, Count of Postage due articles & Value.
Click Save button.
Postman Returns:-
Click Postman Returns link label.
31
Page

Click double square button of Beat ID field and select the beat ID.
Click Display Entries button.

Enter all fields with delivery & Postage due collected information.
Click Save label.
32
Page

 Supervisor EOD confirmation-
- Click EOD Confirmation
Enter Header Details as entered in the previous screen.
Click Enter
33
Click Save
Page

 Treasury Submit accounts;-
Click Treasury Submit Accounts Postman link label.
Fill all required information and click on get data
Click on save button.

34
Page

 Cash return from Postman:-
- Click Cash Return from Postman link label.
Click Receive Payment from Postman label
Click Enter button.

35
Page
Click on receive payment from postman button

BO Delivery
Issue EMO to BO:-

Click Outbound Scanning - EMO link label.
Enter PO Id, BO ID and select the employee Id.
Scan the EMO.

Click Enter button.
36
Page

Click Save button.
Click Print button.
37
Page

 EMO Supervisor Approval BO:-
Go to the Main DPMS screen & Click Supervisor Approval (BO) link label.
Click Enter button
Click Approve
38
Page

 BO EMO returns:-
Click Delivery Confirmation - EMO link label.
Click Fetch button.
Click Status combo box.

Click Payment Not Done label.
Click Reason for Non Payment combo box.
Click Door Locked label.
Click check box control.
Click Save & Post button.
39
Page

Click OK button.
 Issue articles to BO:-

Click Issue Articles to BO link label.
40
Page
Click double square of BO Employee ID field.

Select the B.O.
Click Enter button.
Click Save button.
41
Page

 BO article returns:-
- Click BO Article Returns link label.
Click Fetch button.
Click Delivery Status combo box.

Click Delivered list item.
Click Save button.
42
Page

BACK OFFICE MODULE WORKING PROCEDURE
STEP 1: SOON AFTER DAY BEGIN PROCESS, ALLOCATE COUNTERS AS
SHOWN BELOW.
43
Page

STEP 2: AFTER ALLOCATION OF COUNTER, RECEIVE CASH FROM F&A.
STEP 3: ENTER THE DENOMINATION AMOUNT AND SUBMIT.
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Page

STEP 4: SUPPLY CASH TO COUNTER AS SHOWN BELOW BY SELECTING
PARTICULAR COUNTER.
STEP 5: WE CAN OBSERVE ”CASH ALLOCATED SUCCESSFULLY”.
45
Page

STEP 6: PROCESS TO PICKUP THE CASH FROM COUNTER IS SHOWN
BELOW.
46
Page

STEP 7: AFTER ACCEPTANCE OF CASH FROM COUNTER, SEND TO CASH TO
F&A AS SHOWN BELOW.
47
Page

STEP 8: SHIFT END OF COUNTERS SHOULD BE VERIFIED AS SHOWN.
48
Page

STEP 9: TAKE REQUIRED REPORTS AS SHOWN IN DETAIL BELOW
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Page

BACK OFFICE TREASURER REPORT
50
Page

BACK OFFICE DAILY ACCOUNTING SHEET
STEP 8: FINALLY PERFORM ACCOUNT SUBMISSION.
51
Page

STEP 9: PERFORM DAY END AS SHOWN BELOW.
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Page

CLOSING OF BAGS
STEP 1: LOGON AS DISPATCH PA AND SELECT CLOSE BAG OPTION IN IPVS

MODULE.
STEP 2: SELECT BAG DESTINATION AND BAG TYPE AS SHOWN BELOW
53
Page

STEP 3: TEMPORARY BAG ID WILL BE CREATED, AND SCAN THE COUNTER
BOOKED ARTICLE AS SHOWN.
STEP 4: ENTER THE BAG WEIGHT AFTER SCANING ALL THE ARTICLES
THEN CLOSE THE BAG.
54
Page

STEP 5: SCAN BAG BARCODE AS SHOWN BELOW.
STEP 6: WE CAN SEE MESSAGE DISPLAYING BAG SUCCESSFULLY CLOSED

AND MANIFEST CAN BE PREPARED.
55
Page

STEP 7: WE CAN OBSERVE THE MANIFEST OF CLOSED BAG AS SHOWN
BELOW.
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Page

DESPATCH OF BAGS
STEP 1: LOGON AS DESPATCH PA IN BACK OFFICE MODULE AND SELECT

DESPATCH BAG OPTION IN IPVS MODULE.
STEP 2: SELECT THE SCHEDULE FOR WHICH THE BAG IS DISPATCHED AS

SHOWN
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Page

STEP 3: AS SOON AS SCHEDULE IS SELECTED THE BAG CLOSED FOR THAT
DESTINATION IS APPEARED AS SHOWN BELOW.
STEP 4: SELECT THE PARTICULAR BAG AND CLICK ON DISPATCH OPTION

AS SHOWN.
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Page

STEP 5: BAG WILL BE SUCCESSFULLY DISPATCED TO THE FOLLOWING
DESTINATIONS.
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Page

SALE OF STAMPS
STEP 1: LOGON “SUPERVISOR ROLE” IN BACK OFFICE MODULE.
STEP 2: SELECT OPTION “RECEIVE IPO, STAMP &STAT FROM F&A”
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Page

STEP 3: SELECT THE “DENOMINATION” AND SUBMIT.
STEP4: SELECT OPTION “SUPPLY TO COUNTER”.
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Page

STEP 5: SELECT THE “USER AND DENOMINATION” OF STAMP AND SUBMIT.
STEP 6: LOGON “POS COUNTER” MODULE.
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Page

STEP 7: SELECT DAILY OPERATIONS  ACCEPT ALLOCATIONS.
STEP 8: STAMPS SENT IN BACK OFFICE TO COUNTER WILL BE DISPLAYED,

CLICK ON ACCEPT.
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Page

STEP 9: GO FOR OPTION “PRODUCT SALES”.
STEP 10: CLICK ON “PRODUCT SEARCH” IN RIGHT SIDE.
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Page

STEP 11: SELECT THE “TYPE OF STAMP AND SUBMIT”.
STEP 12: ENTER THE “QUANTITY OF STAMPS AND SUBMIT”.
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Page

STEP 13: PROCEED FOR PAYMENT AND CASH IN HAND WILL INCREASE.
CASH IS RAISED TO 5 RS
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Page

1. Opening of Point of Sale Application by the Counter Operator.
 Double click on Point of Sale exe (shortcut) placed on the desktop
 Enter user ID, Password and select your preferred language i.e. English / Hindi.
 Click on login button.
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Page

 Click on Daily Operation button on right corner. Also please note during day begin,
cash in hand will be 0.00
 Ensure correctness of information available on the screen like your name, Business
date and counter allocation time. After ensuring correctness of the information,
 Click on Shift begin button available on right corner.
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Page

 You will get a message Shift begin successful. Shift No is 1.
 Click on Back button available in the bottom of the left corner. Or press Escape key
in the keyboard.
 This is the main screen of the POS which is having two parts. The above screen is the
first part and to go to the second part click on right arrow button. The following
screen appears.
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Page

By Clicking the side arrow, we can see some more options shown above.
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2. Step by step operations / performing transactions in POS
 Mail
 Inland Speed Post: (ctrl + s)
 Speed Post booking screen.

 The fields marked with * indicates mandatory / compulsory. The values must be
provided in these fields.
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Page

 Enter Weight PIN prepaid (if available else leave it as it is) Article NO (Scan
Barcode) Enter sender name & address and Addressee Name and address. Click
on Insurance and PoD if required. (Note. Before entering city and state, just enter
the pin code and click anywhere, automatically city and state will be picked by the
software. This also applies in addressee details also)
 If another speed post booking needs to be done i.e. more than one SP Booking click
on submit button, else click on payment button. The amount to be collected will be
displayed there. Collect the required amount and click on submit. The receipt gets
printed and the transaction completes. Again it will ask for confirmation of correct
receipt printing. If the receipt printed correctly click on yes else click on no to print
duplicate receipt.
 Tip : a) Here the operator can perform any type of other transactions to a single
customers like after speed post booking, from the same screen, can go to eMO
booking, RL Booking, ePayment transactions etc., without going to main menu. The
menus of other transactions are available in the top as Mail Booking, International
Mail, Money Remittances, Product Sales, e-Payment, IPO Sales and ePost. In the last
total amount to be collected will be displayed.
 Notice check box with + sign is available in the Address Column of both Sender and
Addressee portion. This indicates if the sender or addressee is a regular customer,
their address can be captured by clicking on the check box as shown below. If such
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customer needs to be added please enter their complete address with mobile
number for the first time.
Page

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 Double click on Name column, you will get the below screen
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If the address details are captured earlier, then just enter the addressee mobile number
and press F8. Then addressee data also captures automatically. This is an added advantage
in CSI-POS.
 Registered Letter (ctrl+l):
Booking of Registered letter is same as Speed Post. Here Value Payable Post option is
available so that VPL can be booked here.
Booking of Registered Parcel, Express Parcel, Domestic FRB (Flat Rate Box), Registered
New Paper, Registered News Paper Bundle, Blind Literature, Registered Book Packet,
Business Reply Speed Post, Registered ILC, Registered Pattern & Sample packets,
Registered Printed Book and Registered Periodicals is same as registered letter / Inland
Speed Post.
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Page

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 Booking of Service Registered Letters / Parcels.
To book service Registered articles, below method needs to be followed. In

Mail select Registered Letter / Parcel as the case may be.
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Page

Here please notice only name, address and pin code given. Names of City and State not
provided. Just after entering sender pin code click once anywhere city and state will be
picked by the software. This applies to Addressee details also in all types of services.
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Page

In the above screen nowhere you will find option called “Service”. To select the option
service click on additional info button. Here you will find various options including Postal
Service. Click the Postal Service and submit / press enter button.
The below screen appears with total amount as “0” in the bottom.
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Page

Caution: Once the postal service is ticked in the additional info, the option holds good till
hitting of payment button and submit button in the payment screen. Suppose while
booking bulk service registered articles, in the middle if private article (chargeable / article
given by walk in customer) is booked then the article will be treated as Postal Service only.
To book chargeable articles along with service articles, in case of bulk booking, in
additional info Postal service needs to be unchecked and click on submit to continue
booking of articles.
Note: To go back to the main screen from the above screen, click on Mail button. The below
screen appears.
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Page

 International Mail:
 EMS Merchandise
The booking appears same as Speed Post / Registered Letter booking.
Here enter weight select destination country select prepaid mode if available Scan
barcode in Article No field  enter all the details of Sender and Addressee Go to
Additional Info and fill in required fields to get CN22 form automatically. Click on payment
if only one transaction else click on submit to book another transaction.
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Page

Here customer need not fill the custom declaration form CN22. The form will be generated
automatically. The generated CN22 will be get signed by the customer and attached with
the article.
 EMS Document
The booking screen appears same as EMS Merchandise with extra option as Custom Duty
by sender.
 International Air Parcel
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Booking as same as EMS merchandise. The additional info screen appears as below
Page

 Registered Foreign Letter
Booking procedure same as EMS Merchandise / document.
 Aerogram International
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Page
Booking procedure same.

 ePayment
The ePayment screen appears as below. Here the billers configured will appear in the
alphabetical order. To move on to the next screen click on right arrow.
Here we take an example of booking of BSNL Landline bills.
Click on biller BSNL KTK LL. Then the below screen appears.
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Page

Scan the barcode and rest of the columns like Account number, bill date and amount
payable will fill automatically. For single transaction click on payment else click on submit
to perform another BSNL transaction. After booking is completed click on payment button,
the below screen appears. In payment screen cheque / DD option can be selected in case of
non-cash transaction. Click on submit to print the receipt.
Below screen for cash transaction
Below screen for cheque transactions.

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Page

Where ever barcode option is provided scan the barcode in the respective field. If barcode
facility is not given, type the information in appropriate fields as the case may be.
For the below transaction scanning of barcode facility not available so enter the data
manually. Click on payment then submit to complete the transaction.
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Page

 Philately
The following transactions are available in Philately menu.
 Philately:
The details of philatelic stamps released by the DoP is available in this option. Here
customer can book such philatelic stamps. Since the option is disabled, complete flow
cannot be shown here.
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Page

 PDA Open
Please furnish all the details as shown below then click on submit
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Page
In the next screen choose the stamps type require for the customer with numbers.
After choosing of stamps / stationeries click on payment.
Product Sales In product sales option, sale of stamps and stationeries can be shown.
89
The treasurer has to transfer the required stamps and stationeries to the counter. The
Page
counter PA has to accept the items by clicking on Accept Allocation button.

After accepting the required items, the counter PA has to click on product search in the
below option in Product Sales.
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 IPO
 IPO Sale
To show sale of IPOs, the Counter PA has to go to the above screen. After click on IPO Sale,
below screen appears.
Here also the Supervisor needs to transfer the IPOs to the concerned counter PA. After
transferring the IPOs, the counter PA needs to accept the IPOs in Accept Allocation (refer
91
stamp sales). After accepting the allocation, list of such IPOs will be displayed in
Page

denomination tab. Select the denomination, enter the number of IPOs to be sold. From and
to number will displayed automatically, click on submit to continue the sale of other
denomination of IPOs and else click on payment and submit.
 IPO Payment
Payment of IPOs can be shown in this option. The screen appears as shown below.
Enter prefix, suffix, and select the denomination and number of IPOs. Click on payment.
Before payment of IPOs, please ensure sufficient cash is available in cash in hand which can
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be seen on the top.

Page

 Bulk IPO Payment
For bulk IPO Payment, the IPO details needs to be entered in the prescribed format and
upload the same in this option. (Format not shared by TCS)
 Money Remittances
 Electronic Money Order

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Page

Booking of electronic money order can be done here. The booking screen appears as below.
Please enter the details as mentioned below. Click on submit to continue booking else click
on payment to complete the transaction. In this screen itself, BO Booking, Service MO can
be booked be clicking on appropriate check box.
 Instant Money Order (Booking)
PoS is not being used for iMO booking as well as iMO payment. These transactions are
being performed through iMO website.
 Instant Money Order – Payment
These transactions are being performed through iMO website.
 International IFS MO-Normal (Booking) not yet enabled.
 International IFS MO-Urgent (Booking) not yet enabled.
 Urgent IFS MO Payment

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Enter the secret number in the column and press F8. If all the secret key holds good, the
transaction details appears on the screen. Provide the Sender details and Payee details
along with valid ID proof. Click on payment to complete the transaction.
Miscellaneous Services
 Postbag
To register new post bag customer, to renew post bag rent, this option will be used. The
screen appears as below. For new registration, click on new registration and for renewal,
click on renew. The tariff for renewal will be displayed automatically based on the period of
rent.
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Page

 Postbag renewal screen:
 Postbox
To register new post box customer, to renew post box rent, this option will be used. The
screen appears as above. For new registration, click on new registration and for renewal,
click on renew. The tariff for renewal will be displayed automatically based on the period of
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rent.
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 Postbag and Postbox
To register new both post bag & post box customer, to renew both post bag & post box rent,
this option will be used. The screen appears as below. For new registration, click on new
registration and for renewal, click on renew. The tariff for renewal will be displayed
automatically based on the period of rent.
 Inland Recall Articles
This is used to recall the accountable articles, inland money orders and international
money orders. The menu appears as below. Select the article type, enter tracking number
(i.e. barcode / receipt number) and press F8. The details will be displayed. Click on
payment.
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Page

 Pledge fee
This is to be used for collection of pledge / transfer fee of certificates. The option is yet to
be enabled as there is no proper denomination of certificates. The screen appears as below.
Note: Pledge release option not available in Pos.
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Page

Finance
This part contains two parts a) Postal Savings Bank and b) Postal Life Insurance. This
option works as the gateway to Finacle and McCamish websites. Whatever transactions
done through this gate way, those cash receipts / payments will affect to Point of Sale cash.
 Postal Banking Service

 Postal Life Insurance
Franking Machine
 Franking Recharge Request (RMFS)
To recharge the postage of remote managed franking machines. The screen appears as
below.
Scan the license number and license identifier number, enter the amount and click on
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payment. In payment option select the mode of payment and click on submit.
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 Franking Machine
The option is used to payment of rebate, refund of amount to the franking machine holders.
The screen appears as below.
 Domestic Compare & Book.

This option is used to compare the rates in various services for a particular article within in
India.
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Page

If the customer chooses any service no need to go to that menu from the main menu. Just
click on book it will automatically take to that service.
 International Compare & Book.

This option work exactly same as the previous option for international mails.
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Page

 WorldNet Express This menus contains two parts. One for document and
other for parcel. The screen appears as below and fill in all the required details.
Click on payment to complete the transaction.
Booking of parcel is same as document.
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Page

 Cancellation of Transaction
To cancel any transaction, the above option to be used.
Scan / enter the receipt number in Tracking No. and click on search button. The details will be
shown below. Then confirm the transaction data then click on payment. Then submit.
The transaction gets cancelled.

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Cash request from Cash Office:-
Whenever the SO treasurer wants to request cash from cash office or to initiate the workflow request on
behalf of the BOs reporting to the office the below process has to be followed:
a)Go to transaction code “ZFFV50”.
b)Enter the required details on the screen as below:
 Profit Center (Profit center of the SO is already populated, if the request is on behalf of the BO
the profit center of the BO can be changed manually.)
 Amount Enter the amount of cash required from cash office
 Posting Date –The date is auto populated with an option to change the same.
 Select “Cash request” radio button.
 Click on “Enter”.
c) Then the screen appears as below.
d) Check the details and click on “Save” button and the document will be parked and the workflow will
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be initiated.
e) To view the parked document use transaction code “FBV3” by entering the required details.
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1) SO PM receives the request in his inbox as shown below
He opens the document and releases it giving some remarks and comments as shown below:
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The workflow then moves to the Cash Office PM in his inbox as shown below
He opens the document and saves it.
3)The workflow is then received by Cash Office TR in his inbox as shown below
He then opens the document and posts it and then creates Cash denomination form.
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4)The workflow then goes to SO TR in his inbox as shown below:
He opens the document and posts it. This is called the Clearing Document. A total of 3 Documents is
created in this process:
i) 1st Doc which is parked by SO TR
ii) 2ndDoc posted by HO TR
iii) 3rdDoc posted by SO TR which is the clearing Doc
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Excess cash transfer to Cash Office
Whenever the SO treasurer wants to send excess cash to cash office or to initiate the workflow request on
behalf of the BOs reporting to the office the below process has to be followed:
a) Go to transaction code “ZFFV50”.
b)Enter the required details on the screen as below:
 Profit Center - (Profit center of the SO is already populated, if the request is on behalf of the BO
the profit center of the BO can be changed manually.)
 Amount –Enter the amount of cash to be sent to cash office
 Posting Date–The date is auto populated with an option to change the same.
 Select “Excess Cash Transfer” radio button.
c) Then the screen appears as below
d) Check the details and click on “Save” button

and the document will be parked and the workflow will be initiated.
e) To view the parked document use transaction code “FBV3” by
entering the required details.
108
Page

SO PM receives the request in his inbox as shown below:
He opens the document and releases it giving some remarks and comments as shown below:
SO TR creates Cash Denomination form by using the parked Doc no

The workflow is then received by Cash OfficeTR in his inbox as shown below
He opens the document and posts it. This is called the Clearing Document. A total of 3 Documents is
created in
this process:-
i) 1st Doc which is parked by SO TR

ii) 2nd Doc posted by HO TR
iii) 3rd Doc posted by HO TR which is the clearing Doc
109
Page

DRAWINGS FROM BANK FOR OFFICES HAVING BANK A/C
Whenever an office having bank wants to withdraw cash from bank, the below process has to be
followed:

b) Enter the required details on the screen as below:
 Profit Center (Profit center of the SO is already populated, if the request is on behalf of the BO the
profit center of the BO can be changed manually).
 Amount – Enter the amount of cash to be withdrawn from bank.
 Posting Date – The date is auto populated with an option to change the same.
 Select “Cash withdrawal from bank” radio button.
 Then the screen appears as below.
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 Check the details and click on “Save” button and the document will be parked and the workflow
will be initiated.

To view the parked document use transaction code “FBV3” by entering the required details.
 Cash Office PM receives the request in his inbox as shown below:-
 Cash Office TR creates manual cheque as shown below by using T-Code FCH5 by
entering the following details:-
After giving all the entries, the Treasurer Presses enter and moves on to the next page where the details
Of the cheque are given as shown below:-
111
Page

The Treasurer then takes the print of the cheque and withdraws the money.
112
Page

REMITTANCE TO BANK FOR OFFICES HAVING BANK A/C
Whenever an office having bank wants to remit cash to bank, the below process has to be followed:

b) Enter the required details on the screen as below:
 Profit Center (Profit center of the SO is already populated, if the request is on behalf of the BO the
profit center of the BO can be changed manually).
 Amount – Enter the amount of cash to be withdrawn from bank.
 Posting Date – The date is auto populated with an option to change the same.
 Select “Cash Remittance to bank” radio button.
 Then the screen appears as below.
 Check the details and click on “Save” button and the document will be parked and the
workflow will be initiated.
113
 To view the parked document use transaction code “FBV3” by entering the required details.
Page

 Cash Office TR creates the remittance form which is the A.C.G 11 FORM as shown
below by using the code zmemo_remit which is generated only once per document:-
 Cash Office PM receives the request in his inbox as shown below:-
The Cash Office PM opens the document and saves it as completed.
The A.C.G 11 form is submitted to the bank along with the cash.
114
Page

VOUCHER POSTING FOR BILLS PAYMENT
Use the transaction code F-02
2.Enter all the fields shown in scrren below:-
115
Page

For expenses-select Document Type-SK
For employee EA
For GPF and Retirement ER
GDS GD
PLI PL
PBS PB
Select G/L account for office expenses existing post office.& press enter
For for all expenses you have to select Cost center only-Starts with 3 series G/L code only
Enter the amount & click on more button & enter cost center &enter
116
Page

Select Pkey “50” and G/L code 4867100010(Dop Cash)
& click enter it will go to item2 screen
Here enter amount & click on more button & enter profit center of the so & enter
Then go to document->simulate this screen will appear
Confirm the debit & credit entries are correct & click on save button.
117
Page

SAP MM Guidelines for all Sub Offices
When you Log on to SAP.
Click Back Button
To view Stock Balance:
1. Enter transaction Code MB52 and press Enter
A) To view all the stocks enter following Details

1. Plant: A1C2 (for all sub offices under Warangal HO) and A1C1 (for all sub offices under
Mahabubabad HO)
2. Storage Location: Press F4 (function Key) to select your Sub Office.
3. Execute(F6) and check your stock
118
Page

B) To view stock for Definitive Stamps
Mahabubabad HO)
2. Material Group: DEFS
3. Execute and check your stock
C) To view stock for Postal Stationery

119
Mahabubabad HO)
Page

2. Material Group: PST
D) To view stock for all IPO

Mahabubabad HO)
2. Material: IPO*
120
Page

To receive stock from Head Office (HO):
A manual Indent is raised for requirement of materials from Sub Office to HO. HO transfers the
materials to sub offices. Sub Office after physically receiving the stock should perform
following activities:
1. Come to the Main Screen

2. Enter transaction Code MIGO and press Enter
3. Select Option Place in storage and Material Document.
4. Enter the material Document number sent by HO and press Enter.
5. All the details will be shown
6. Enter Doc Header Text as Receive in storage
7. Click print enabler
8. Choose Detail data

9. Click on every item, check the quantity mentioned, verify with the quantity received and
check Item OK
10. Click Check (If everything is correct, a message appears Document is OK)
11. Click Post
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Page

12. A material Document number will be generated
13. Now check the stock and confirm that the increment in quantity has happened.
For Sale of Stamps/Stationery/IPO

1. In Back Office application, The Post Master(treasurer) must receive the stamp, stationery
or IPO from F&A and this can be confirmed from the Inventory Report in Back office
application.
2. The total Quantity of Stamp/stationery/IPO sold on the day manually must be transferred
to POS counter (counter person) by the postmaster(treasurer)
3. The counter person should accept the allocation in POS application
4. The counter person should then show sale of stamp/stationery/IPO
Note: In back office application for receiving IPO from F&A, IPO with same denomination and different
Pre-fixes should be separately taken.
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B. For Sub Offices having Branch Offices
1. Sending stock to Branch Office:
A) Remove from Sub Office for materials without serial numbers (Definitive stamps and
postal stationery):
A manual Indent is raised for requirement of materials from Branch Office to Sub Office. Sub
Office should perform following activities:
3. Select Option Remove from storage and Other. Make sure the movement type is 313.
4. Enter Doc Header Text as Remove
5. Enter the materials to be sent, Quantity and other details in Transfer posting tab as
highlighted in tab
TrTransfer Posting M Material: Materials requested by Branch Office
TrTransfer Posting Q Quantity: Quantity requested by Branch Office
TrTransfer Posting Plant: A1C2 (for all sub offices under Warangal HO)
and A1C1 (for all sub offices under Mahabubabad HO)
TrTransfer Posting under from St Stor Loc.The sub Office code of your office (Can be
got by Function key F4)
TrTransfer Posting under Dest D Dest Stor. Loc. The branch office code to which you
are sending (Can be got by Function key F4)
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Page

Note: The stor. Loc. details shown in screenshot is for Operation at HO and not for sub
offices. For details to be entered for sub office refer to table above screenshot
7. Select all line item and check Item OK

9. Click Post
10. A material Document number appears. Note it.
11. Materials are then physically sent to Branch Office
B) Remove from Sub Office For materials with Serial Numbers(IPO/NSC/KVP)

Repeat above process till step number 5.
An additional tab Serial Numbers appears
124
Page

Click on the serial numbers Tab:
And select the Binocular option as highlighted in the above screenshot

This will take you to the following screen
125
Page

Here you have to enter following details
Serial Number from and to(Highlighted in red in screenshot) and execute or press function
key F4. Now a list of serial number appears. Select all and press tick. Serial numbers
would have got selected.
6. Select all line item and Check Item OK

8. Click Post
9. A material Document number appears. Note it.
10. Materials are then physically sent to Branch Office
C) Receive stock in Branch Office
As SAP is not provided to branch Office, On behalf of the branch office Sub Office will receive goods in
the system. Manual Confirmation will be given by branch office that they have received the stock at their
office which was sent from Sub Office. Then Sub Office has to perform following functionalities:
3. Select Option Place in storage and Material Document.
4. Enter the material Document number that was created above when remove from Sub office
process was done and press Enter.
5. All the details will be shown
6. Enter Doc Header Text as Receive in storage
7. Click print enabler

126

Page

9. Click on every item, check the quantity mentioned, verify with the quantity received and
check Item OK
11. Click Post
12. A material Document number will be generated

13. Now check the stock and confirm that the change has happened.
C. For Materials like Bar Code scanners (to send it to HO and SO)
Activities at Divisional Office: T-Code: MIGO
Select option Remove from Other and movement type will be 303.
storage
Select the material, Quantity, Plant, Storage Location (From & Destination). Check the document
and post it.
Activities at HO & SO: T-Code: MIGO
Select option Place in storage Material Material and

Document Document
Select each item. Tick item ok. Check and post Number
To Check Stock on posting date
1. Go to Transaction MB5B
2. Below screen appears. Now enter the plant, Storage location combination for your office and the
material whose stock you want to check, Selection date for which you want to see stocks and
execute.
127
Page

3. This is a sample view of the executed report
It shows opening stock, quantity of stock received/issued and closing stock
128
Page

Printing of Stamp stock:
129
Page

130
Page

Reversal of Document in SAP
Reversal of Document in SAP is useful to us when we uploaded wrong document.In that if amount is
wrong, GL code is wrong,Posting date is wrong,Fiscal period is wrong.BY using "FB08" T Code you can
Reverse the Document but for that require the Document Number.Reversal means Deposit entry will be
displayed at both side receipt and payment side after reversal of Document.
Login to SAP
Enter T Code "FB08"
Fill All the Details as Shown in Below Screen...
1.Document Number............
2.Company Code..................DOPI
3.Fiscal Year..........................If Financial year is 1st April 2016-31st March 2017 Then Fiscal Year
is 2016
4.Reversal Reason..................Select from Box
5.Posting Date........................It means Date of Document in which you have Posted
6.Posting Period.....................If Month is Feb then Posting Period is 11
(April=1,May=2...............................March=12)
7.Click on Save Button....
Press Enter Keys upto Showing the Document Posted Successfully in Company DOPI
131
Page

CHEQUE REQUEST TO HO FOR CLOSURE OF Accounts:-
LOGIN TO SAP
For example we have taken here Scheme is "NSC"
ENTER T CODE “F-02”

FILL ALL DETAILS
Document Date........................Today's Date

Posting Date............................Today's Date
Type ……………………………........PB
(PB........FOR POSTAL BANKING TRANSACTIONS,
PL...........FOR PLI MATURITY CLOSURE)
Period …………………………………11………………(April =1 then February=11)
Company Code ………………….DOPI
Currency…………………………….INR
Pkey…………………………………..40
Account………………………NSC PRINCIPAL GL CODE( Principal GL Code of Scheme)
Then Press Enter Key……………
132
Page

Enter Principal Amount & Click on More Tab
FILL PROFIT CENTRE OF YOUR OFFICE

CLICK ON CONTINUE BUTTON
Pkey…………………………………..40………..
Account………………………NSC INTEREST GL CODE
( Interest GL Code of Scheme)
133
Page

Enter Interest Amount

Tax Code ……..V0…..
Click on More Tab
134
Page

FILL PROFIT CENTRE OF YOUR OFFICE
CLICK ON CONTINUE BUTTON
Pkey…………………………………..11
Account………………………One Time Customer Code
(This GL Code for Maharashtra Circle…..7000000301)
135
Page

FILL Details of Customer As Shown in Below Screen
Title…………
Name…………
City………………….
Postal Code…………..
Region………………………….(Region Code 13 for Maharashtra)
Enter Total Amount of Cheque ( Principal + Interest)
136
Page

Go to Document in Menu Bar…….
Click on Simulate option………………..
Or Press Shift+F9 Key………………………..
The Screen will be as Below
Go to Document in Menu Bar…….

Click on Post option………………..
Or Press Control+S Key………………………..
Document Number Will be Generated as Shown in Below Screen…………..
137
Page

Write Down the Document Number.
Enter T Code "ZF110" From Treasurer Login.

The Screen Will be Display As Below
Enter Customer Number That is One time Customer Number Which is Belongs to Your Circle.
For example 7000000301 is for Maharashtra PBS one Time Customer.
Fiscal Year 2017.
Document number is Liability Document Number.
Click on Display Document .It will show the both the entries which we have made at the time of
Liability Document Creation Time.After that Click on back Button then the Screen Will be as
below.
138
Page

The Difference in above two screen is that after clicking on Display Document Number It will show
the Amount on Second Screen .However it is not available on First Screen.
Click on Submit Request Button.The Screen will be as
139
Page

Click on Continue Button.
Login As Supervisor
Click on SAP Business Work Place
Inbox
Work Flow
140
Page

Double Click on Cheque Request ,The Screen Will be as Below.
Click on Approve Button.
The Cheque Request will be appears in the Inbox of HO Treasurer.
141
Page

HOW TO APPLY LEAVE
URL : http://sapep.indiapost.gov.in:8080/irj/portal
Login Screen will appear:
Enter USERID:
Password:
Click to Login
In this Menu Select “ Employee Self Service “.
142
Page

In the next Screen Select Leave Management
In the next Menu Select “ APPLY LEAVE”
Furnish the information ;

Type of Leave
General Data and Additional Data
Click to Send button available of left hand side.
143
Page

144
Page

PROBLEMS AND TROUBLE SHOOTING
Problem: Closing balance on previous day is not same as opening balance on previous day
 Reason: POS balance on previous day is not zero.
 What reports to check at day end?
Zfr_day_new, DOP cash and physical cash should match. Pos balance at day end should be zero.
 How to check POS balance?
Go to T-Code ZFBL3N
Use POS GL 4867100011
Enter date
Check closing balance at bottom of the screen.
When such issue exists, POS balance at day end can be positive or negative.
Case 1: POS balance is positive.
If it is positive, it means that PBS/PLI entry have not flown to FI.
User should perform legacy adjustment on that day itself.
If in any case user has not performed legacy adjustment, then manual voucher posting of same amount on the
same date on which there is amount in POS GL
Use T-code F-02
Doc type SK
40 DOP 486710010
50 POS 486710011
Case 2: POS balance is negative.

If POS balance is negative due to internet issues or double posting by user
The user has to perform manual voucher posting for the same amount.
Use T-code F-02

145
Doc type SK
40 POS 486710011
50 DOP 486710010
Page

 How to perform Voucher entry using T-Code F-02?
This voucher posting is for case 2. Debit (40) and Credit (50) Gls will change for case 1 as mentioned
above.
Press Enter. New screen will be opened. Give same amount as in your POS Closing balance checked through
ZFBL3N
Press MORE and give your profit center number.
Press enter and similarly give details for 50 and Gl account 4867100010
Press enter and give amount.

146
Press MORE and give profit center number.

Page

Press post.
In case found Double entry or wrongly posted amount in the Accounts first you have to find out the
Document No.( In CSI each entry represents with Document No.) Procedure to find out the Document
No. is furnished below:
T CODE …… FAGLL03
In this Menu the following information is to be furnished.
Company Code DOPI
Posting Date
Underline item selection . Select …… All
Select (3) Colour Button available in the top taskbar. (LIKE TRAFFIC SIGNAL)
Than 4 items will appear
Select 4th Item Double Click
From the drop down list select Profit Centre
Enter the Profit Centre Number Click Save
Again you will be in the First Menu only. Here you select execute button with the shape of Watch on left
side corner of top.
All the vouchers of the entire day of the particular date will be displayed.
Check up the particular entry with amount and note down the document No. which is to be reversed.
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Page

REVERSAL PROCEDURE :
Tcode /nfb08
Enter Document No.
Company Code DOPI
Fiscal Year 2017
Reversal Reason 1
Posting Date
Click Save Button available on top.
Click Enter Key 4 time than reversal document No. will appear in Green
Colour.
Window Delivery Problem

 eMO: Select Window Delivery.
 Enter eMO Number
 Enter the required Details.
 Select Print Option.
 After taking the print - Save option will be highlighted.
 After affecting the payment – Click to Save Option. Than the data will be
save and eMO payment will appear in the Daily Account.
148
Page

CSI issue Reporting for Post Offices
There is one more option for raising the Tickets in Core System Integration. Log in
to Service desk website and log in with your CSI User Id and Password and Create
Request by filling appropriate Credentials. URL of Service desk website is as below.
http://servicedesk.indiapost.gov.in
HELP DESK NUMBERS OF TCS TEAM
CONTACT NUMBERS TCS TEAM AND DOP TEAM
TCS TEAM DOP/NISG TEAM
Module Contact Name Contact Contact Name Contact Number
Number
Siddharth sharma 9650667997
POINT OF Debabrata 9734254717
SALE Swastik 8017048457
Somenath 9830987205
Srijib 8335018786
F&A Dharma Rao 9966409920
Treasury
Archana 9999237707
DPMS Himanshu 8826516725
IM & IAM Shikha 9962000306
Piyush 9915526483
PORTAL
HR /MAPPING Venkat 8985069725
Staff Karan 9010407671
Scheduling
Franking Paras 9654681651
Material Dinesh 9953460025
Balances
ROLLOUT HELP DESK
01166076742 Ticket raising 022-62312700
SIFY NETWORK CONNECTIVITY : FOLLOW THE BELOW STEPS:
1. Select : Start
2. Select Run
3. Type : PING 172.16.17.67-t
4. PING 4.2.2.2-t
SIFY TOLL FREE NUMBER 18004192929
149
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CSI hand book

SPOS, WARANGAL DIVISION CSI HAND BOOK

 EMO mails individual 13 - 25

SPOS, WARANGAL DIVISION CSI HAND BOOK

FINANCE AND ACCOUNTING (F & A)

SPOS, WARANGAL DIVISION CSI HAND BOOK

SPOS, WARANGAL DIVISION CSI HAND BOOK

To enter into DPMS main screen, use transaction code ZMODPMS.

Click on “Issue to Postman” option

Enter your office facility ID

SPOS, WARANGAL DIVISION CSI HAND BOOK

After scanning all articles, Click Save.

SPOS, WARANGAL DIVISION CSI HAND BOOK

After printing Click Cross (X).

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter Facility ID field, Shift No. filed & Beat number

Enter remarks for all articles & Click Save button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter article number.

Click Save button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter Article number.

Click Save button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Click double square of Facility ID field and select your office.

Click Post Master list item.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Click Save button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Click on View/Update MoneyOrder

Enter Facility id and press Enter

Click Assign Beat button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Take printout & Click Cross (X).

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter your office facility ID & Click Beat Id.

Select the beat.

Click Get Data button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Click Save button.

 Supervisor Approval EMO:-

Click on Supervisor approval link lable.

Click ENTER button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

 Cash Payment to Postman:-

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter your office facility ID & Beat ID.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Select Reason for Non Delivery, Reason Type.

SPOS, WARANGAL DIVISION CSI HAND BOOK

 EOD Supervisor confirmation:-

Enter Your office facility ID & Beat ID.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Click View Modified Address button.

Click Save button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter Office facility ID & Beat ID.

Click Enter button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter eMO number.

Click Check box control. Click View/Modify button.

SPOS, WARANGAL DIVISION CSI HAND BOOK

Enter eMO number.