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User Manual

on
Application for New
Contractor's License
Service
for
State-wise Rollout
of
e-District MMP
in
West Bengal

TCS LTD
User Manual
On
Application for New Contractor's License
Service

For

State-wise Roll Out


of
e-District MMP
in
West Bengal

Prepared By:
TCS Ltd., Kolkata
CAUTION

This document is released by the Software Development Group for West Bengal
e-District project of TCS Limited.

The information contained in this document is confidential and no part of this


document may be reproduced, stored in a retrieval system or transmitted in any
form or by any means, electronic, mechanical, photocopying, recording or
otherwise, without the prior written consent of TCS Limited.

ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:

Delivery Head – State Project, West Bengal


TCS Limited
28, Camac Street,
Kolkata – 700 016

Document Control:
Document No. TCS-WB-e-District--User-Manual
Version No. 0.1
Prepared By TCS Limited
Release Date 1st March 2017
Template Effective Date 28th December, 2001
Template Version 05
Revision Control Information

File Name : WB _e-District_User_Manual_Applicant_New_Contractor's_License_Service_0.1


File : 1st March 2017
Creation
Date
Author(s) : Srinjoy Das
Approver(s) : Tarun Kar

Document
Sr. Section Document
Nature of Amendment Release Remarks
No. Number Version No.
Date
1 March
st
Sent for
1 - Draft 0.1
2017 revision
Table of Contents
1 INTRODUCTION............................................................................................................ 10
1.1 Application Overview...................................................................................................... 10
1.2 Functional Scope of the System.....................................................................................10
1.3 User Role and Access Right........................................................................................... 10
1.4 Document Usage Description......................................................................................... 11
1.5 Related Documents........................................................................................................ 11
1.6 Customer Support.......................................................................................................... 11
1.7 Acronyms and Abbreviations.......................................................................................... 11

2 APPLYING FOR NEW CONTRACTOR'S LICENSE ....................................................12

3 GETTING STARTED FOR WEST BENGAL EDISTRICT APPLICATION.....................13


3.1 Login to the Application.................................................................................................. 13
3.2 Home Page.................................................................................................................... 14
3.3 Apply to Services............................................................................................................ 14
3.4 Apply for New contractor's License service.....................................................................15

4 SYSTEM SET-UP........................................................................................................... 24
4.1 System Start up Parameters.......................................................................................... 24
4.2 Master File Set-up.......................................................................................................... 24
4.3 Business Rules............................................................................................................... 24
4.4 Print Set-up.................................................................................................................... 24

5 APPLICATION DETAILS............................................................................................... 25
5.1 Module Name................................................................................................................. 25
5.1.1 Function Name............................................................................................................... 25
5.1.1.1 Purpose...................................................................................................................... 25
5.1.1.2 Menu Navigation......................................................................................................... 25
5.1.1.3 User Group................................................................................................................. 25
5.1.1.4 Form Layout................................................................................................................ 25
5.1.1.5 Activation Options....................................................................................................... 25
5.1.1.6 Form Description......................................................................................................... 25

6 REPORTS / QUERY...................................................................................................... 26
6.1 Report / Query Title........................................................................................................ 26
6.1.1 Selection Rules............................................................................................................... 26
6.1.2 Description........................................................................................................... 26
6.1.3 Report / Query Layout......................................................................................... 26

7 INTERFACES................................................................................................................ 27
7.1 Interfaces to other systems............................................................................................ 27
7.2 Data Files Upload / Down Load......................................................................................27
7.2.1 Description........................................................................................................... 27
7.2.2 File Format.......................................................................................................... 27

8 MESSAGES AND CORRESPONDING ACTION...........................................................28


List of Figures

Figure 1: West Bengal eDistrict Login Page.................................................................................13


Figure 2: Home Page .................................................................................................................. 14
Figure 3: Apply to services............................................................................................................ 14
Figure 4: Home screen................................................................................................................. 15
Figure 5: Applicationt's basic information......................................................................................17
Figure 6: Entering Applicant's data............................................................................................... 18
Figure 7: Entering Service specific application.............................................................................19
Figure 8: Entering details of testing.............................................................................................. 22
Figure 9: Attaching supporting documents button.........................................................................22
Figure 10: Attaching supporting documents..................................................................................23
Figure 11: After attachment of supporting documents..................................................................23
Figure 12: Submitting supporting documents................................................................................24
Figure 13: Application acknowledgement.....................................................................................25
Figure 14: West Bengal e-district login page................................................................................25
Figure 15:Payment option for application under Applicant's Login................................................26
Figure 16:Searching payment ready application for a service under Applicant login....................26
Figure 17:List of application ready for payment.............................................................................27
Figure 18:Uploading payment details using treasury challan........................................................27
Figure 19:Completing payment process........................................................................................27
Figure 20:Login Page.....................................................................................................................28
Figure 21: Approved application....................................................................................................29
Figure 22: Approved application....................................................................................................29
Figure 23: Approved certificate......................................................................................................29
Figure 24: The final certificate........................................................................................................29
WB e-District New Contractor's License

1 Introduction

1.1 Application Overview


e-District is the project that aims at electronic delivery of identified high volume citizen centric
services, at district and sub district level by utilizing the four pillars of infrastructure namely,
SDCs, SWANs, SSDGs, Kiosks and CSCs, optimally to deliver public services electronically to
citizens at their door steps.

e-District has been envisaged by Government of West Bengal as automation of workflow and
internal processes for providing services to the citizens. This project is of paramount importance
to the State as it would help in moving towards electronic workflow system for the district
administration and help in providing efficient individual department services through Common
Service Centres (CSCs) and Kiosk Centres, which would be the primary front end channels as
envisaged in the project.

1.2 Functional Scope of the System


The system is intended for electronification of the Application for New Contractor's License Service .
Scope of the system mainly includes Approval of application, and Report Generation Process.
The System also allows the status inquiry for the application Submitted and maintaining
Electronic Register.
System will be implemented at following places for the Application for New Contractor's License
Service
o CSC
o Kiosk Centres
o Dealing In-Charge
o Lab In-Charge
o Secretary
o President
Approval of the application will be done at the concerned District. Application will be done either
from CSCs, Kiosk Centre.

1.3 User Role and Access Right


This section describes the roles and access rights of various users that WB e-District Application
supports

Access Rights
Role
Create Read Update Delete
Dealing In-Charge Forward,send
N/A  Submitted Request back,reject N/A

Lab In-Charge N/A  Submitted Request Forward N/A

Forward,send
Secretary N/A N/A
 Submitted Request back,reject

President N/A  Submitted Request Approve N/A

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WB e-District New Contractor's License

1.4 Document Usage Description


This User Manual describes the step-wise process for Application for New Contractor's License
Service in West Bengal e-District Application. It explains how the citizen can apply for the service
by himself or with the help of CSC / Kiosk Operator and how the back end actors (Dealing In-
Charge, Lab In-charge,Secretary,President) approve or reject or send back the application after
verification.

1.5 Related Documents


Software Requirement Specifications

1.6 Customer Support


Delivery Head – State Project, West Bengal
TCS Limited
28, Camac Street,
Kolkata – 700 016

1.7 Acronyms and Abbreviations


ADM(G) Additional District Magistrate
AIN Application Identification Number
ALC Assistant Labour Commissioner
AR Additional Registrar
ASO Assistant Statistical Officer
BCW Backward Class Welfare
BCWI Backward Class Welfare Inspector
BDO Block Development Officer
BI Block Inspector
CEO Chief Executive Officer
CSC Common Service Centre
DA Dealing Agent
DTO District Level Treasury Officer
DM District Magistrate
E-District Electronic District
EO Enquiry Officer
ETaal Electronic Transaction Aggregation & Analysis Layer
LWFC Labour Welfare Facilitation Centre
MED Municipal Engineering Directorate
MMP Mission Mode Project
MSDG Mobile Services Delivery Gateway
RLO Regional Labour Offices
SDC State Data Centre
SDO Sub-Divisional Officer
SMS Short Messaging Service
SRS Software Requirement Specifications
SSDG State e-Governance Services Delivery Gateway
SWAN State Wide Area Network
UAIN Unique Application Identification Number
ULB Urban Local Bodies
Webel West Bengal Electronic Industry Development Corporation Limited

WB e-District application notifies the applicant about the status of the application via
SMS and email. Similarly the approver gets notification from the system for the pending
applications.
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WB e-District New Contractor's License

2 Applying for Application for New Contractor's License Service

The Citizen/ Kiosk/ CSC operator can apply for the Application for New Contractor's
License Service by logging into the application.

After the applicant enters all the necessary information and attaches supporting
documents, he/ she will submit the application and receive the AIN (Application Identification
Number) for that particular application. The approver will then receive the application and will
follow stipulated procedure to approve/ reject / send back the application for correction.

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WB e-District New Contractor's License

3 Getting Started for West Bengal e-District Application

3.1 Login to the Application


In order to log in to the West Bengal e-District Application, the user should open an internet
browser, type the URL in the address bar and press Enter. West Bengal e-District Application
login page appears as below:

Figure 1: West Bengal e-District Login Page

The login page contains ‘Welcome’ message for the users of West Bengal e-District application.
Login option is for Admin/ Kiosk User and Other User. . Enter User Name and Password and
type the Captcha as it appears in the screen. Press Login to enter the home page of the
application.

If the applicant is registering into the system for the first time, he/ she will have to click on
Citizen Registration. If the applicant has forgotten the password, click Forgot Password.

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3.2 Home Page


After login to West Bengal eDistrict, the Home page appears. It shows the comprehensive
list of services under Department and District column.

Figure 2: Home Page

3.3 Apply to Services


Click on ‘Apply to Services’ to view the list of services under different modules. The user needs
to select the proper services

Figure 3: Apply to services

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WB e-District New Contractor's License
3.4 Apply for New Contractor's License Service

To apply for New Contractor's License Service the user needs to select the correct option under
services provided under power and select the service name. The user is directed to the Home
screen which contains basic instructions for the user as shown below:

Figure 4.1: Home screen

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Fig 4.1: Home Screen

An applicant is provided with two action buttons as shown in the figure above. These are the
Print button and Apply button.

Print Button: The user can take a print out of the information which are a part of the Home page
by clicking the button.

Apply Button: To proceed with the process of making an online application the user needs to
click on Apply button. The following screen appears.

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Figure 5: Applicants Basic Information

The first page which is called the meta page looks like the figure given above. Few fields are
mandatory which means that the application would not proceed without filling up the fields. The
mandatory fields are marked by the * symbol.

An applicant is provided with three buttons as shown in the figure above. The utility of these
buttons is mentioned below.

Reset Button: Allows the user to clear the form successfully.

Cancel: Closes the last application form after displaying a warning message to the applicant.

Save & Next: It allows the applicant to Proceed further with the application. The applicant needs
to select the Nationality and press the button to proceed as depicted below.

These three buttons are shown in the figure given below.

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The applicant is directed to the next screen of relevant information as shown below:

Figure 6: Entering Application Data

The applicant needs to provide the business address of the firm for which the license is needed.

Important Address fields are:

 Country:
This is a mandatory drop-down field. The Country field is set as India by default.

 State:
This is a mandatory drop-down field. The State field is set as West Bengal by default.

 District:
This is a mandatory drop-down field. The applicant has to select the district from the drop-down
list.

 Sub-division:
This is a conditional mandatory drop-down field. The list appears as per the district selected. The
applicant has to select the sub-division from the list.

 Rural or Urban:
This is a mandatory drop-down field. The applicant has to select either rural or urban from the
list for the present address.
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WB e-District New Contractor's License

 Block/ Municipality/ Corporation:


This is a conditional mandatory drop-down field. The applicant has to select either block or
municipality or corporation from the list for the present address. If the applicant has selected
‘Rural’ for the previous field, it will only display ‘Block’, but if the applicant has selected ‘Urban’
for the previous field, it will display ‘Municipality / Corporation’.

 Block/ Municipality/ Corporation Name:


This is a conditional mandatory field. The list displays the names of block/ municipality/
corporation as per the sub-division selected. The applicant has to select the appropriate name
from the list.

 Village or Ward:
This is an optional text box field. The applicant has to manually enter the name of the village /
ward in this text box.

 Police Station:
This is an optional text box field. The applicant has to manually enter the name of the Police
Station in this text box.

 Post Office:
This is an optional text box field. The applicant has to manually enter the name of the Post Office
in this text box.

 Enter Address Line1:


This is a mandatory text box field. The applicant has to manually enter the address line 1 in this
text box.

 Enter Address Line2:


This is an optional text box field. The applicant has to manually enter the Address Line 2, if
required.

 Pin Code: The user has to enter the valid pin code . This is a mandatory field.

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Figure 7: Entering Service Specific Application Data

BUSINESS OWNER'S DETAILS

Next the applicant needs to enter the business owner's details. Since a business entity can be
owned by multiple owners, the application provides the feature to add multiple owners. The user
needs to enter the data and click on ADD button to add a data row. Any data can be edited by
using Edit option. The applicant can delete a row by clicking on Delete button.

Important data items that need to be provided are :

Type of Firm: User has to select the type of the firm for which he is applying, from the drop
down.

Name: Name of the owner.

Designation: User has to select the designation of the owner from the list of available options.

Next the applicant should provide the address of owner which comprises of the following fields.
Country,State, District,Sub Division, Rural or Urban,Block or Municipality or Corporation,
Block or Municipality or Corporation Name, Village or Ward Name, Police station, Post
Office, Address Line 1, Address Line 2, PIN Code and Owners Contact Number

All the mandatory fields are marked with (*).

The above data set needs to be provided for all the owners.

Previous License Information


The applicant needs to provide the information related to any previous license.
Any Previous License granted in the same Name: There are only two options for this
field(Yes/No). If the user selects yes then the next field becomes mandatory.

Previous License Details: This field is mandatory only when the previous field is Yes. The
user has to enter the details of the license.

SCC Employee Details

Next the applicant needs to submit the details of the supervisors (SCCs) tagged with the
firm on whose behalf the application is being made. Since a business entity can engage
multiple supervisors, the application provides the feature to add multiple SCC employees.
The user needs to enter the data and click on ADD button to add a data row. Any data can
be edited by using Edit option. The applicant can delete a row by clicking on Delete button.
Information against the following fields need to be submitted while making the application.

Name of the Employee : Name of the SCC employee working in the firm.

SCC Number: SCC number of that employee.

Next the applicant needs to declare the parts for which the an employee possesses the
Supervisors Certificate of competency. This can be done by selecting YES/NO for the
corresponding part. The parts are :

Part 1 and 2: , Part 3: ,Part 4: , Part 5: , Part 1 and 6A: ,Part 6B: ,Part 6C: ,Part 1 and 7A: ,
Part 7B: ,Part 7C: ,Part 8: ,Part 9: , Part 10: ,Part 1 and 11: ,Part 12

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In case any Supervisor (SCC) possess a valid electrical workman's permit, the same should be
provided against the field Electrical Workmen Permit No. This field is optional.

The applicant needs to provide the Date of Employment for the SCC. The Date of Discharge
field is optional.

Entering Testing Instrument Details

Next the applicant needs to submit the details of the testing instruments which are being
used tagged with the firm on whose behalf the application is being made. Since a business
entity can engage multiple supervisors, the application provides the feature to add multiple
SCC employees. The user needs to enter the data and click on ADD button to add a data
row. Any data can be edited by using Edit option. The applicant can delete a row by clicking
on Delete button. Information against the following fields need to be submitted while making
the application.

Figure 8: Entering the details of the testing instruments

Instrument Name: This field contains the Instrument Name Insulation Tester (megger) by
default.

Makers Name: The applicant needs to enter the Name of the company which has produced the
instrument (Can be obtained from purchase voucher).

Device Serial No: The applicant needs to enter the Serial Number of the device .

Voltage Parameter: Voltage of the device can be selected from the drop-down provided.
Permissible values are from 500v/1000V/2500V/5000V.

ADD: This is used to save the data entered.

A brief usage of the various action buttons made available to the applicant and their resultant
action is mentioned here for the benefit of the audiences.

• Reset: Allows the user to clear the form successfully


• Save Draft: Allows the user to save the application in the Draft mode. The features
helps the user to partially save the application and continue on a later instant from the
same stage.
• Save & Next: Allows the user to Save the data and proceed further with the Online
application process.

The applicant should confirm the authenticity of the information provided by selecting the check
box ‘I hereby declare that the above information is true to the best of my knowledge and
belief’ and then to click on Save & Next to proceed.

The application gets saved by the system and the user is allowed the following options:

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 Attach Supporting documents – Allows the user to upload the documents which are
required in support of the application.
 Edit Basic Information – Allows the applicant to edit the Basic information which has
been earlier provided as a part of the application process
 Edit Application – Allows the user to make changes to the application
 Print – Allows the user to Print the application
 Cancel – Allows to Cancel the Operation

The applicant can needs to upload the mandatory documents and this can be achieved as
shown below by click on the ‘Attach Supporting Documents’ button:

Figure 9: attaching supporting documents button

The following diagram will show the mandatory documents which are required for uploading.

The mandatory documents are marked with (*) asterisk symbol. The user needs to upload
all the mandatory documents. The application keeps a track regarding the upload of mandatory
documents and warns the user in-case the user misses out to upload a mandatory document.
The action buttons Upload and Modify are used for uploading any document and for modifying
wrongly uploaded documents.

Save and Next: Once the uploading of the document is complete, the applicant needs to click
on Save and Next button to proceed further.

Figure 10: Attaching supporting documents

To upload the documents, the user needs to click on the Upload button adjacent to the
document type and select the document from local drive for upload. Once the uploading of all
the mandatory documents is complete, the following screen appears:

Figure 11: After attachment of supporting documents

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The user needs to click on Save & Next to proceed further as shown and the following screen
appears:

Figure 12: Submitting Supporting Document

The applicant is provided with the following action buttons:

• Submit – Allows the user to Submit the completed application


• Edit Supporting documents – Allows the user to edit the already uploaded documents
which are required in support of the application.
• Edit Basic Information – Allows the applicant to edit the Basic information which has
been earlier provided as a part of the application process
• Edit Application – Allows the user to make changes to the application
• Print – Allows the user to Print the application
• Cancel – Allows to Cancel the Operation

Submitting the Application

To complete the application the user needs to click on Submit button. The system registers the
application and displays the acknowledgement as shown below:

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Figure 13: Application Acknowledgement

The Application acknowledgement informs the user regarding the AIN number. AIN number is 16
digit unique number generated by the system against each application and is used for further
interactions with the e-District application.

A brief usage of the various action buttons made available to the applicant and their resultant
action is mentioned here for the benefit of the audiences.

Print: Allows the user to take a hard copy of the application form successfully

Finish: Allows the user to complete the online current application process. On clicking ‘Finish’
button the user is directed to the Home screen so that the user may avail other services if
required.

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WB e-District New Contractor's License

Payment Process

Once the applicant gets the confirmation over SMS regarding the payment submission, the
applicant needs to pay the appropriate payment. For this, the applicant needs to Re-login to the
e-District application

The applicant should open an internet browser, type the URL in the address bar and press
Enter. West Bengal e-District Application login page appears as below:

Figure 14: West Bengal e-District Login Page

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The login page contains ‘Welcome’ message for the users of West Bengal e-District application.
Login option is for Admin/ Kiosk User and Other User. The user should select the General Login.
It is the default option.

The user can select the language (English/ Bengali) from the drop down. Enter User Name and
Password and type the Captcha as it appears in the screen. Press Login to enter the home
page of the application.

If the applicant is registering into the system for the first time, he/ she will have to click on
Citizen Registration. If the applicant has forgotten the password, click Forgot Password.

Once the user logs into the application the following screen appears. The user needs to navigate
to the Payment Pending Application option as highlighted below:

Figure 15: Payment Option for Application under Applicant Login

Selecting a Service for Payment

On selecting the option the following screen appears. The user is allowed to select the service
and search for the applications which are approved for payment as depicted below:

Figure 16: Searching Payment Ready Applications for a Service under Applicant Login
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Version No: 1.0 1st March 2017
WB e-District New Contractor's License

3.5 List of Applications Pending for Payment

The system retrieves the list of applications which are complete and for which the applicant can
make the payment. The same is depicted below:

Figure 17: List of Applications Ready for Payment

The applicant needs to click on the action icon against the particular application to proceed.
e-District application offers two payment modes:

 Integrated GRIPS payment(online mode)


 Offline payment using Treasury Challan

The following screen shows the offline mode (Through the upload of Treasury Challan). The
same is depicted below:

Figure 18: Uploading Payment details using Treasury Challan

The User needs to submit the soft copy of the receipt by selecting the Choose File button and
then selecting Upload button.

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Once the file is successfully uploaded, the appropriate confirmation message is displayed and
the applicant needs to click on the Submit button to complete the process as shown below.

Figure 19: Completing Payment Process

Generation of certificate

The applicant should open an internet browser, type the URL in the address bar and press
Enter. West Bengal e-District Application login page appears as below:

Figure 20: login page

The following page would appear after logging in.

Figure 21: Approved application

The applicant has to click on approved application and the following figure would occur.

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Figure 22: Approved application

After clicking on search the following screen would appear

Figure 23: approved certificate

After clicking on certificate the digitally signed certificate would be generated which the the
applicant can take a print out of.

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Figure 24: Specimen format of final certificate

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4 For application Send Back To applicant


If the actor has sent back the application to applicant then the applicant has to login in the WB e-
District portal and the following figure will be displayed.

Figure 24: WB e-District login page

4.1 Selecting 'Sent For Revision Application'


The user has to select the 'Sent for revision' option as shown in the following figure

Figure 25: Sent For Revision Application

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4.2 Selecting 'Sent For Revision Application'


The user has to select the 'Sent for revision' option as shown in the following figure

Figure 26: Sent For Revision Application

4.3 List Of Sent Back Applications

The applicant is required to select the service from the drop-down list and then click on the
search button as shown in the figure given below.

Figure27: Selecting the service name

After the applicant clicks on the search button, the following screen is displayed:

Figure28: List Of Sent Back Applications

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The user has to click on the action icon in order to proceed to the next page where the user can
edit the changes required.

4.4 Resubmission of the application

Figure29 Resubmission

Change document : By clicking on this button the applicant can change the documents
required to change and upload the correct ones.

Resubmit: After making the required changes the applicant clicks on this button to resubmit the
application for further processing by the back end actors.

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4.5 Business Rules


As per the SRS related to ‘New Contractor License'

4.6 Print Set-up


NA

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5 Application Details

5.1 Module Name

5.2 Function Name


NA

5.3 Purpose
NA

5.4 Menu Navigation


NA

5.5 User Group


NA

5.6 Form Layout


NA

5.7 Activation Options


NA

5.8 Form Description


NA
6 Reports / Query

6.1 Report / Query Title


NA

6.2 Selection Rules


NA

6.2.1 Description
NA

6.2.2 Report / Query Layout


NA
7 Interfaces

7.1 Interfaces to other systems


NA

7.2 Data Files Upload / Down Load

7.2.1 Description
NA

7.2.2 File Format


NA
8 Messages and Corresponding Action
NA
Bibliography
Glossary
Index

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