Franking Contracts Administration

Franking Contracts Administration
User Training
Department of Posts, CSI Project
1
Welcome
Tell us…
• Your name
• Your department or area of work
• Number of years you have completed with the India Post
• Two or three core job-related tasks that you perform everyday
• Tools and applications that you use to perform your job-related tasks
• Your expectations from this course
2
Before We Begin…
Turn off the volume on cell phones.
Keep to the training timelines.
Refrain from side discussions.
Ask questions freely.
Slide 3
Module Agenda
S.No. Franking Contracts Administration

1. Overview
2. Approve Requests for New license
3. Approve Requests for Renewal of License
4. Approve Requests for Address Change
5. Approve Requests for Cancellation
6. Maintain Rebate Instructions
7. Recharge of franking License
8. Set Notional Credit For Departmental Franking Machines
9. Print License Certificate
10. Reports
11. Demo
Slide 4
Intended Audience
• Licensing Authority
• Licensing Authority Assistant
5
Prerequisites
Learners should be familiar with:

• Basic concepts and terminology associated with Franking Contracts
Management
• Basic knowledge of working with computers
• Hands on experience of using existing DoP applications is
preferable.
Slide 6
Training Objectives
Purpose of this training is to familiarize the users with the SAP
Franking Application. At the end of the course, user will know how to:
• Approve Requests for New License, Renewal of License, Address

Change & Cancellation
• Maintain Rebate Instructions
• Recharge of Franking License
• Set Notional Credit For Departmental Franking Machines
Overview
8
Introduction
Franking is conceptualised to serve as the enterprise-wide traceability

platform for franking operations from the source to the destination in the
postal network chain.
9
Benifits of New System – Core System Integration

• Core system for Franking operations is SAP.
– It is user friendly by offering industry solutions.
– It can be customised for specific needs of each individual business.
– It documents all business transactions in the process approvals and
controls can be established through authorisations and accessibility.
– Updates only need to be done once to be implemented company-
wide.
– Provides real-time information, reducing the possibility of redundancy
errors.
– May create a more efficient work environment for employees.
– Vendors have past knowledge and expertise on how to best build and
implement a system.
– User interface is completely customisable allowing end users to
dictate the operational structure of the product.
10
Business Drivers
• The current Franking system has the following drawbacks:
– No online license management through web portal in integrated real
time mode
– Earlier system did not have any single application access point for
information related to customer registration, customer activation,
license requests/ issue/ release/ change, recharge management
inability
– Not supporting payment methods of a debit card/credit card/transfer
from POSB
– System driven management of cancelled/expired licenses
11
Logging into the Main Franking Screen

• Double click the SAP icon on the desktop.
• Enter User and Password:
12
Logging into the Main Franking Screen

• Enter the transaction code: ZMOFKG, in the transaction bar as shown in
the following figure:
• Main franking screen will open in the web browser Internet Explorer.
13
Approve Request for New License
14
Approve Requests for New license

• Flow Chart
15
Approve Requests for New license Continued…

• A license issue request can be generated or executed for any of the four
license types, which are .
– Private individual license
– Commercial license
– Departmental license
– Departmental click charge license
• Active new license fee deposit transaction needs to be available in the

core system to generate a franking license.
• The franking license issuer needs to verify the documents before issuing a
license.
• Document Status Update should be used to update the status of the

documents against the franking licenses. 16

• The date of license issue needs to be provided by the user and the date of
expiry will be auto generated accordingly as per the license type.
• The agreement check box has to be selected before the license issue can
be processed.
• All the conditions according to the DOP clause should be set as satisfied or
not applicable in respect of issuing a license.
• If final status is set as verified, then the license can be validated and the
user can issue a license.
• The user can upload documents further if required.
17

• Click Document Status Update .
• The main document status update screen appears as shown in the

following figure:
18

• Fill in the fields as per the example provided.
Field R/O/C Description

Licensing Authority R
Example:
kn06
10. Click Submit button .
11. Click check box .
12. Double-click Documents Received button .
13. Double-click control .
19

• Click License Issue.
• The main license issue screen appears as shown in the following figure:
20

• Enter the text as per the example provided.
– License id.-unique field
– License authority division
– ACG-67receipt number – License fee deposit receipt.

License Identifier R
Example:
P065476
Division:
Example:
KN06
ACG-67 Receipt R
Number:
Example:
FM0000020181413269550
21

• The License Details tab of the license issue screen opens. Fill in or verify
the details of the licensee.
4 Tabs
22

• Address Details-Licensee tab of license issue screen opens.
• Fill or verify the details appearing on the screen.
23

• Slogan Details tab opens.
• Fill or verify the details appearing on the screen.
24

• License Verification tab opens.
25

– Note: All the verification tab conditions have to satisfied or have to be
set as not applicable to generate a franking license.
– Additional remarks can be written for user reference, in case of

rejecting a request. Remarks is a mandatory field for rejection cases.
– CRN number will be listed as the license. It will be generated post
validation.
26

• Click Validate.
• Click Generate License.
• A message will appear , stating the creation of the license . ”License is

generated”
• Once the license is created the user can upload the documents related to
it.
27
Approve Requests for New license

• Click Proceed to Document Upload.
• Click the Browse.
28

• Choose the file to be uploaded.
29

• Click Upload
• Click Submit
• If a wrong file is uploaded use the delete.
• Back and exit buttons can be used to exit from the program and back will
take you back to the license issue screen.
30

• A dialogue box will appear asking the confirmation to upload the files.
• Click Yes to upload the files in the ECMS system.

• A final screen will appear with the message that the “file is submitted
successfully”.
• All the background process like license file generation, acknowledgment
file , contract updation will take place and the license generation process
will be completed and a new franking license will be created.
31
Approve Request for Renewal of

License
32
Approve Requests for Renewal of License

• Flow Chart
33
Approve Requests for Renewal of License Continued…

• A license renewal request can be generated or executed for any of the four
license types which are –
– Private individual license
– Commercial license
• Active renewal fee deposit transaction needs to be present in the system
to renew a franking license.
• The franking license issuer needs to verify the documents before renewing
a license.
• Document Status Update is used to update the status of the documents
against the franking licenses.
• The user should enter all the details of the licensee with some of the
details being mandatory .
34
• The date of license renewal is the next date of the license expiry date and
the expiry date will be auto generated according to the DOP clause.
• If the date of renewal is less than 30 days after expiry then charge is Rs
475 else Rs375 is the renewal fee.
• All the conditions according to the DOP clause should be verified in

respect of issuing a license.
• If all the conditions are verified, then the license can be validated and the
user can renew a license.
• The user can upload documents if required.
35
• The document status update screen appears.
36

Example:
kn06
37
• Click License Renewal .
• The main license renewal screen will appear.
38

– License identifier-unique field or customer reference number (CRN no)
– License authority division
– Transaction status – Open or New

Example:
P001122
Division
Example:
Customer Reference R
Number:
Example:
KN0600065
Division
Example:
KN06
39
• The first tab of the license renewal screen will open. Validate the date of
renewal.
40
• Click Address details-Licensee.
41
• Click Other License & Slogan Details.
42

• Click License Verification tab.
43
– All the verification tab conditions have to be satisfied or have to be in

not applicable state to renew a franking license.
– Additional remarks can be written for user reference.
44
• Click Validate.
• Click on Renew License.
• A message will appear from the system, stating the renewal of the license.
• Once the license is renewed the user can upload the documents related to
it.
45

46

47

• Click Upload.
• Click Submit.
• If a wrong file is uploaded use the Delete Row by selecting the line item.
• Back and Exit can be used to exit from the program and back will take you
back to the License Renew initial screen.
48
• A dialogue box will appear asking for confirmation to upload the files.
• Click Yes, to upload the files in the system.

• A final screen will appear with the message that the “file is submitted
successfully”.
• All the background process like license mod file generation,
acknowledgment file , contract updation will take place and the license
renewal process will be completed and a franking license will be renewed.
49
Approve Request for Address

Change
50
Approve Requests for Address Change

• Flow Chart
51
Approve Requests for Address Change Continued…

• A license address change request can be generated or executed for any of
the four license types.
• The franking license issuer needs to verify the documents before change
of address a license.
• Document Status Update is used to update the status of the documents,

against the franking licenses.
• The user should enter address details of the location of franking machine,
with some of the details being mandatory .
52

respect of change of address of franking machine for a license.
• If all the conditions are verified, then the address change request can be
validated and the user can update the address of franking machine.
53
• License Address change scenario can be executed with two types of

conditions within the same licensing authority.
– With same designated PO.
– With different designated PO.
54

• The main document status update screen appears.
55

Example:
kn06
56
• Click Address Change .

• The main Address Change screen appears.
57

• License authority division
4. Click label .
6. Click label .
7. Click control .
8. Click SUBMIT button .
9. Click control .
10. Click PROCEED button .
58
• The first tab of the license address change screen will open, further
update or verify the address details.
59
• Click Address Details-Licensee tab.
60
• Click Other License & Slogan Details tab.
61
• Click License Verification tab.
62
– Note: All the verification tab conditions have to satisfied or have to be

in not applicable state to change the address of a franking license.
– Additional remarks can be written for user reference.
63
• Click Validate.
• Click Change Address.
• A message will appear from the system, stating the change of the license.
• Once the license address is changed the user can upload the documents
related to it.
64
• Click Browse to upload the files.
65
66
• Click Upload.
• Click Submit.
• If a wrong file is uploaded use the Delete by selecting the line item.
• Click Back or Exit to exit from the program or back will take you back to
the Address Change initial screen.
67
• A dialogue box appears asking for confirmations to upload the files.
• Click Yes to upload the files in the system.

• A final screen will appear with the message that the file is submitted
successfully.
acknowledgment file will take place and the license address change
process will be completed and address of a franking license will be
changed.
68
Approve Request for Cancellation
69
Approve Requests for Cancellation

• Flow Chart
70
Approve Requests for Cancellation Continued…

• A license cancellation request can be generated for any of the four license
types .
• The franking license authority needs to verify the documents before

cancelling a license.
• The user should enter the required details on the screen for execution of
the cancellation request.
71
• The license cancellation request can be generated for any type of license.
• The license cancelation is performed in the following two major steps:

– Acknowledgment of the cancellation request
– Verification pending request for cancellation execution
respect of cancellation of a license for verification pending requests.
• If all the conditions are verified, then the license cancellation request can
be validated and the user can set the final status of the license.
72

• The main License Request - Document Status Update screen will appear.
73


Example:
kn06
74

• Click License Cancel
• The main License Cancellation/Activation screen will appear.
Cancellation reason is
a drop down menu
with different reason
types.
75

• License cancellation drop down value types
– PSD Faulty
– License Terms and Conditions Violation
– License Cancellation
– Address Change with Change of licensing authority
– File rejection Error
– License temporary Block
– Reactivate the license
– All cancel reasons
76

• Cancellation reasons and transaction status have a drop down value, with
multiple value, sample data can be filled:
Division
Example:
KN06
10. Click label .
11. Click License Cancellation label .
12. Click label .
13. As required, complete/review the following fields:

Number
Example:
KN0600002
77

• The first tab of the license cancellation screen will open.
78

• Click on Withheld-lock License to acknowledge the cancellation request.
• A dialogue box will appear with the warning message.
• Click the Yes.
79

• The following final screen comes up:
• The franking license will be in withheld/ blocked stage.
80

• The first step of license cancellation procedure will be completed.
• The background process like license mod file generation,

acknowledgement file generation , and contract updation will take place
which will complete the first step of the license cancellation procedure.
• The second step of license cancellation procedure will be performed.
81

• Click License Cancel .
• The main license cancel will appear.
82

• Cancellation reasons and transaction status have a drop down value, with
multiple value, sample data can be filled:
21. Click label .
22. Click Open for Verification label .
23. Click label .
24. Double-click ALL CANCEL REASONS label .

Division
Example:
KN06
26. Click control .
83

• The main License Cancellation/Activation screen will appear.
84

• All the conditions need to be either verified or to be in not applicable state
in case to validate the license cancellation request.
85
• Click Cancel License or Reactivate Blocked License the system will show
the following waning message.:
• The license will be cancelled or reactivated as per the option selected.
86

87

88
89

• Click Upload.
• Click Submit.
• If a wrong file is uploaded use the Delete by selecting the row.
• Back or Exit can be used to exit from the program or will take you back to
the main License Cancellation/Activation screen.
90

• A dialogue box will appear asking the confirmations to upload the files.
• Click Yes to upload the files in the system.

successfully
acknowledgment file, contract updation will take place and the license
cancellation process will be completed and a franking license will be
cancelled.
91
Maintain Rebate Instructions
92
Maintain Rebate Instructions

• Flow Chart
93
Maintain Rebate Instructions Continued…
• Rebate standing instruction is set to change the rebate execution

conditions for the franking license. It is of two types:
– Automatic
– Manual
• The user should enter all the related details for setting the rebate
instructions, with some of the details being mandatory .
94

• Click Rebate.
• Main Rebate Standing Instruction screen opens:
95
Maintain
11. Click Rebate
Submit button Instructions
. Continued…
12. Click Reset button .
• Fill
13.
theAs required,
data as per the example:
complete/review the following fields:

Example:
P000300
Division
Example:
KN06
14. Click label .
15. Click control .
17. Click label .
18. Click control .
19. Click Save button .
96

• The Rebate Standing Instruction main screen opens:
97
Warning Message

• Fill the data in the main rebate screen.
17. Click label .
18. Click control .
19. Click Save button .
‪Warning Message‪
• Click Save.
• A warning message dialogue box appears, which asks “ Are you sure you
want to save Rebate Standing Instruction”.
20. Click Yes button .
‪REBATE STANDING INSTRUCTION‪
98

• Warning message dialogue box
• Click Yes to save the instructions.
Click Yes button .
99
Recharge of Franking License

• Recharge of franking Licenses can be done through both POS or portal.
• Scheduled background processes will take place for completing the
recharge of the franking machines.
• The list of background process to be carried out are:
– Funds file generation
– Acknowledgment file generation
– Contract updation
• The recharge will be completed on successful execution of these
background processes.
100
SET NOTIONAL CREDIT FOR DEPT.

FRANKING MACHINES
101
Set Notional Credit For Dept. Franking Machines

• Flow Chart
102
Set Notional Credit For Dept. Franking Machines Continued…
• Notional credit operation is used only for the following:

• Notional credit setting can be executed for the following:

• Setting initial notional credit
• Amending notional credit( i.e. changing the initial
notional credit)
103
• Click Notional Credit

• The main Departmental FM – Notional Credit screen will appear.
104

• Fill the data as per the example:

Number
Example:
kn06
17. Click kn0600015 label .
18. Click label .
19. Click Amend Notional Credit label .
105

• The main License Status screen will open.
106

• Fill the entries as per the example for notional credit main screen.

Notional Credit R
Amount in Rs
Example:
500000.00
Notional Credit R
Approved By
Example:
test user
Approval Remarks R
Example:
training
107

108
109
• Click Upload.
• Click Submit.
• If a wrong file is uploaded use the Delete to remove by selecting the line
item.
• Back or Exit can be used to exit from the program or will take you back to
the Departmental FM – Notional Credit screen.
110

• A dialogue box appears asking for confirmations to upload the files.
• Click Yes the files will be uploaded in the system.

successfully.
111
PRINT LICENSE CERTIFICATE
112
Print License Certificate

• Print license certificate is used to print the license certificate for a
licensee.
• The license certificate for a franking license can be obtained by entering
the customer reference number, that is the CRN number.
• Click Print License Certificate to open the main screen.
• The main Print/Generate Certificate of License will open.
113
Print License Certificate Continued…
114

• Fill in the data as per the example.
No.
Example:
KN0600003
• Click Execute
115
116
Click Print
117
REPORTS
118
Franking Reports
Franking reports help the user to view the data that is processed in the
system.
The franking reports can be listed as:
• License Request Report
• Franking License Report
• License Usage Report
• Credit/Recharge Report
• Franking Rebate Report
• FM connection report
• FM Usage Report
• SOM and Usage Report
• FM Refund Report
• Notional Credit Report
119
License Requests Report

• A license request report is generated for the user to view all the license
requests that exist in the system. The license requests can be filtered out
on the basis of different fields existing in the report.
• Mandatory fields for reports are:
– Licensing Authority
– Transaction Type
• Click License Requests Report.
120
License Requests Report Continued…
121
122
123
Franking License Report

• List of Franking License report is generated for the user to view all the
licenses that are generated in the system.
• The licenses can be sorted out in the report on different parameters.
– Licensing Authority
– Creation date( range input)
• Click Franking License Report
124
Franking License Report Continued…
125
Franking License Report Continued…
126
License Usage Report

• The license usage report is generated for the user to view all the usage
that has been carried out by different licenses for the different licensing
authority.
• Multiple licensing authorities can be viewed from a single report as
multiple selections are allowed.
– Licensing Authority (multiple selection)
– Connection date( range input)
• Click License Usage Report.
127
License Usage Report Continued…

• Enter the required inputs.
128
License Usage Report Continued…
129
Summary
• The user is now capable enough to perform the franking operations on
SAP system.
130
Reports under Franking Module

• License Requests Report
• List of Franking License
• License Usage Report
• Credit/Recharge Report
• Franking Rebate report
• FM Connection Status Report
• FM Usage Status Report
• FM Refund Status Report
• FM Notional credit Report
• SOM & Usage Comparison Report
131
Thank You
132

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Department of Posts, CSI Project

Turn off the volume on cell phones.

Keep to the training timelines.

Refrain from side discussions.

Ask questions freely.

S.No. Franking Contracts Administration

Learners should be familiar with:

• Approve Requests for New License, Renewal of License, Address

Franking Contracts Administration

Franking is conceptualised to serve as the enterprise-wide traceability

Benifits of New System – Core System Integration

Logging into the Main Franking Screen

Logging into the Main Franking Screen

Approve Request for New License

Approve Requests for New license

Approve Requests for New license Continued…

• Active new license fee deposit transaction needs to be available in the

• Document Status Update should be used to update the status of the

Approve Requests for New license Continued…

• The user can upload documents further if required.

Approve Requests for New license Continued…

• The main document status update screen appears as shown in the

Approve Requests for New license Continued…

Field R/O/C Description

10. Click Submit button .

11. Click check box .

12. Double-click Documents Received button .

13. Double-click control .

Approve Requests for New license Continued…

Approve Requests for New license Continued…

Field R/O/C Description

Approve Requests for New license Continued…

Approve Requests for New license Continued…

Approve Requests for New license Continued…

Approve Requests for New license Continued…

Approve Requests for New license Continued…

– Additional remarks can be written for user reference, in case of

Approve Requests for New license Continued…

• Click Generate License.

• A message will appear , stating the creation of the license . ”License is

Approve Requests for New license

• Click the Browse.

Approve Requests for New license Continued…

Approve Requests for New license Continued…

• If a wrong file is uploaded use the delete.

Approve Requests for New license Continued…

• Click Yes to upload the files in the ECMS system.

Approve Request for Renewal of

Approve Requests for Renewal of License

Approve Requests for Renewal of License Continued…

Approve Requests for Renewal of License Continued…

• All the conditions according to the DOP clause should be verified in

• The user can upload documents if required.

Approve Requests for Renewal of License Continued…

• Click Document Status Update .

• The document status update screen appears.

Approve Requests for Renewal of License Continued…

• Fill in the fields as per the example provided.

10. Click Submit button .

11. Click check box .

12. Double-click Documents Received button .

13. Double-click control .