User Depot Module

User Depot Module (UDM) developed by CRIS
Intended benefits of UDM:

 Computerization of the entire Supply Chain i.e. Consignee End / User Depots
will get included in Digital Supply Chain (Stores Depots are already there)
 Optimization of material procurement
 Improved Level of Service to internal as well as external customers
 Traceability of material usage leading to improved Asset Maintenance
 Real time information exchange (including Stock Position) among various
stake-holders on pan-India basis
 Enhanced efficiency, economy & transparency
Some of the capabilities of UDM:

 Creation of Computerized Ledgers
 Receipt of material:
 Directly from Vendors or Contractors against Stores Purchase Orders/
GeM Orders / Works Contracts / Cash Purchase / Imprest / Other
 From Workshops / Other User Depots / Consignees / Field Units
 From Stores Depots against S-1313 (Combined Requisition-cum-Issue
Note) / S-1830 (Imprest) / Non-Stock R-Notes / Sale Issue Notes
 Against Book Transfer within same User Depot
 As Unconnected Receipts / Shop Manufactured Receipts
 Generation of digitally signed Consignee Receipt Note (CRN) / Consignee
Receipt Certificate (CRC)
 Issue of material:
 To End User i.e. Ultimate User
 To other User Depots/Consignees
 To Contractors
 On Book Transfer within same User Depot
 To Stores Depots on Advice Note
 To Purchasers as Scrap Deliveries against Auction Sale
 Placement of Demands on Stores Depots [S-1313 (Combined Requisition-
cum-Issue Note) / S-1830 (Imprest)]
 Facilitates issue of material on FIFO basis (First In First Out)
 SMS alert to Stock Holder when stock falls below Threshold Limit
 All transactions is digitally secured environment
 Provision for uploading of image of Item
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 Provision for Receipt & Issue on Loan & Assistance basis

 Placement of Demands on other Consignees/User Depots
 Generation of Gate Pass for the material issued
 Integration with RITES & RDSO Inspection Database
 Linkage with IRPSM Work ID while issuing material
 Rejection Handling both Initial Rejection as well as Warranty Rejection
 Stock Verification (Accounts / Departmental) & Stock Sheet Management
 Transactions with Non-Computerized User Depots/Consignees
 Generation of Adjustment Memos for raising Debits on Other User Depots
 Generation of Daily Material Transaction Report (DMTR)
 Inventory Management, Consumption Analysis, Shelf-Life based Analysis
 Make-wise / Vendor-wise Analysis of Issues / Receipts / Balances
 Provision of various MIS & Exception Reports (downloadable in Excel)
 Real time Stock availability in User Depots & Stores Depots
Additional Capabilities planned:

 Facility for processing of Non-Stock Demands in UDM (presently in iMMS).
 UDM data will be made available to other Applications like IPAS, TMS, SLAM,
CMMS, FMMS etc. through seamless integration.
Requirements at User End:

 PC / Laptop / Printer / Internet Connectivity
 Minimum Class-2 Digital Signature Certificate (DSC)
 Basic knowledge of Computer
 Consignee Code / email ID / Mobile No. of User
User Management & Hand-holding:

 All officers can log-in into UDM [URL: https:// ireps.gov.in  New iMMS
(UDM)] using their existing IREPS’ User ID/ Password / DSC
 HoDs / CWMs / Branch Officers etc. of Railway Units having privileges to
work as Administrator for IREPS can create their users for UDM also
 Trial site for UDM also there for which users are created by CRIS
 Exhaustive User Manual available on website.
 Weekly on-line training / orientation sessions conducted by CRIS.
-x-x-x-x-
User Depot Module (UDM)
An Initiative to include Consignee Depots in Digital Supply Chain
Rajesh Tiwari, IRSS

General Manager/PSU, CRIS
Genesis
• Developed by CRIS as per mandate from Railway Board
• Intends to computerize material management at Consignee end (All Deptts)
• Fully integrated with iMMS & IREPS
• Intended benefits:
Computerization of the entire Supply Chain
Optimization of material procurement leading to cost reduction & economy
Improved Level of Service to internal as well as external customers
Traceability of material usage leading to improved Asset Maintenance
Real time information exchange (incl. Stock Position) on pan-India basis
Enhanced efficiency & transparency
UDM Capabilities
 Creation of Computerized Ledgers
 Receipt of material:
Directly from Vendors or Contractors against Stores Purchase Orders /
GeM Orders / Works Contracts / Cash Purchase / Imprest / Others
From Other User Depots & Consignees
From Stores Depots against S-1313 Demand / S-1830 (Imprest) /
Non-Stock R-Notes / Sale Issue Notes
Against Book Transfer
Returned Stock Receipts from Field
Unconnected Receipts
Shop Manufactured material Receipts Contd…
UDM Capabilities
 Generation of digitally signed Consignee Receipt Note (CRN) /
Consignee Receipt Certificate (CRC)
 Issue of material:
To End User i.e. Ultimate User
To other User Depots/Consignees
To Contractors
On Book Transfer
To Stores Depots on Advice Note
To Purchasers as Scrap Deliveries against Auction Sale
 Provision for Receipt & Issue on Loan & Assistance basis Contd…
UDM Capabilities
 Placement of Demands on User Depots & Demand Management
 Generation of computerized Gate Pass for the material issued
 Placement of S-1313 & Imprest (S-1830) Demands on Stores Depots
 Provision for Codification for Non-Stock Items
 Facilitates issue of material on FIFO (First In First Out)
 Integration with RITES & RDSO Inspection Database
 Linkage with IRPSM Work ID while issuing material
 Rejection Handling both Initial Rejection as well as Warranty Rejection
 Stock Verification (Accounts as well as Departmental)
 Stock Sheet Management Contd…
UDM Capabilities
 SMS alert to user when Stock falls below Threshold Limit
 Provision for uploading Image of item
 Transactions with Non-Computerized User Depots & Consignees
 Generation of Adjustment Memos for raising Debits on other User Depots
 Generation of Daily Material Transaction Report (DMTR)
 Inventory Management, Consumption Analysis
 Warranty Period / Shelf-Life based Analysis
 Vendor-wise / Make-wise Analysis
 Provision of MIS & Exception Reports (downloadable in Excel)
 Transactions in digitally secured environment
Status
• After Trials in WR & SCR, Railway Board directed for roll-out of UDM in all
Consignees / User Depots of all Deptts. on Indian Railway on 14.09.2020
• Pan-India Launch by CEO & Chairman/Railway Board on 26.11.2020
• 1st Phase: Zonal Railways, CORE, NF (Con)
• 2nd Phase: PUs, Other Units [Rly. Bd. directions issued on 05.01.2021]
• AGMs/PCMMs/ADRMs/CWMs are coordinating implementation of UDM
• Already 6560 Consignees on-boarded, 1578 working,
• More than 1.28 Lakh Transactions valuing > Rs.1200 Crore done
• Implementation being closely monitored by GM & Railway Board
• Very encouraging user feed-back
Way Forward
 Facility for placement of Non-Stock Demands in UDM
 Integration with other applications like:
• IPAS (Integrated Payroll & Accounting System)
• SLAM (Software for Loco Asset Management)
• CMMS (Coaching Maintenance Management System)
• FMMS (Freight Maintenance Management System)
• WISE (Workshop Information System)
• TMS (Track Management System) etc.
Requirements
• PC / Laptop / Printer
• Internet Connectivity
• Minimum Class-2 Digital Signature Certificate (DSC) [Same DSC being
used for iMMS / IREPS / e-Office / SPARROW / e-filing of IT Return can
be used for UDM also]
• Basic knowledge of Computer
• Consignee Code of User
• Email ID of User (@gov.in or any domain)
• Mobile No. of User
On-boarding on UDM
Trial Site of UDM for Training / Orientation (www.trial.ireps.gov.in):
• Few Trial Users are created by CRIS for hand-on training / orientation
• Officers having Trial account to create further Users in their Unit for Trial
• CRIS’ Trial DSC also given to nominated Trial users
Production Site of UDM for Actual Live Working (www.ireps.gov.in):
• All Deptts./Units of IR are already using IREPS for tendering etc.
• Officers can access UDM using their existing user-ID / Password of IREPS
with their own DSC (iMMS ID is different & cannot be used for UDM)
• IREPS Admins (HoDs / CWMs / Branch Officers etc.) of respective Deptts./
Units to create users for live run of UDM
• IREPS Admin List already shared with PCMMs of Railway
Hand-Holding
• Weekly WebEx Training/Orientation Sessions for UDM by CRIS
• Very exhaustive User Manual for UDM shared with users
• User Manual also available on IREPS Site  Learning Centre Link
• Ready-Reckoner / Hand-out for UDM also provided to user
• IREPS Help Desk Service on Telephone No.: 011-23761525
(10 Lines - Timings: 08.00 AM to 07.00 PM on all working days)
• Users can use On-line Help using Web-Queries (Ask a Question Link on
IREPS Website  Help Desk Link. (Query ID will be generated for each
query submitted. Reply will be sent by e-mail and the same can also be
viewed by clicking on View Reply to Question Link)
Thank You
User Manual for “User Depot Module”
(Version-6.0)
Release Date:
4th December, 2020
User Depot Module
Table of Contents
S.No. Topic Page No.
1. Introduction 3-4
2. Getting Started 4-6
3. DMTR (Daily Material Transaction Report)* 7
4. Ledger* 8-17
5. Receipt* 17-23
6. Acceptance* 23-27
CRN (Consignment Receipt Note) &
7. 27-30
CRC (Consignment Receipt Certificate)
8. Accountal* 31-37
9. Requisition* 38-51
10. Demand Entry* 52-53
11. Issue* 53-67
12. Advice Note (DS-8) 67-69
13. Gate Pass* 69-72
14. Adjustment Memo & Pink Slip* 73-74
15. Rejection Handling (Initial Rejection & Warranty Rejection)* 74-88
Stock Verification (Accounts / Departmental) &
16. 88-102
Stock Sheet Management
17. Search* 102-106
18. Reports 107-115
19. User Management & Allotment of Work Area/Functions 116-124
20. On-boarding Status 124-125
21. User Support / Helpdesk / On-Line Help 126-127
22. Disclaimer 127

*These options are meant for Transaction User and will not be available to
Officers & other Users not mapped to a particular Consignee Code.
Manual for User Depot Module (Ver-6.0) Page 2 of 127

User Depot Module
User Manual for “User Depot Module” (UDM)

1. Introduction:
1.1 This “User Depot Module” (UDM) intends to computerize various material management
activities at the end of User Depots i.e. Consignees. This will enable authorized user for:
 Creation of Computerized Ledgers & DMTRs (Daily Material Transaction Reports) for recording
receipt & issue transactions by authorized Users.
 Receipt of Stores by User Depots/Consignees against Purchase Orders/GeM Orders/Contracts
wherein material to be delivered directly to Consignees, against Cash Purchase/Imprest, from
Shops, from Other User Depots/Consignees on Loan/Assistance basis, from other Field Units,
against Book Transfer within same User Depot, from Stores Depots against S-1313 (Combined
Requisition-cum-Issue Note) / S-1830 (Imprest Issues) / Non-Stock R-Notes/ Sale Issue Notes.
 Issue of material to End User, to other User Depots/Consignees on Assistance/Loan basis, to
Contractors, on Book Transfer within same User Depot, to Stores Depots on Advice Note, to
Purchasers for Scrap Deliveries etc.
 Placing Requisitions on Stores Depots for Stock Items (S-1313 as well as Imprest Demands)
 Placing Demands on User Depots/Consignees, Issue Note, Gate Pass, Adjustment Memo etc.
 Transacting with Non-Computerized User Depots/Consignees w.r.t. receipt & issue of material.
 SMS alert to Stock Holder if Stock falls below Threshold Limit defined by user
 Integration of payment activities on IPAS with digitally signed Consignee Receipt Note (CRN) /
Consignee Receipt Certificate (CRC) being generated in UDM, once it is decided to do so.
 Rejection Handling - both Initial Rejection as well as Warranty Rejection
 Stock Verification (Accounts / Departmental) & Stock Sheet Management
 Accessing several MIS/Exception Reports
 Real time information exchange among various stake-holders leading to enhanced operational
efficiency, economy and transparency.
1.2 All Railway Units are already working on IREPS for tendering work. Concerned Controlling Officers
(HoDs / CWMs / Branch Officers etc.) of such Units generally have privileges to work as
Administrator for their Unit for IREPS related work i.e. all Units have these Admins, who can create/
manage Posts & Users in their Units for working on UDM also. These Admins have to create User
IDs for their Departmental Users on UDM’s Production Site (URL: https:// ireps.gov.in). All officers
can log-in into UDM’s Production Site using their existing IREPS’ User ID/ Password / Digital
Signature Certificate (DSC), being used by them for tendering work. User IDs are created by CRIS
only for UDM’s Trial Site (URL: https://trial.ireps.gov.in). As elaborated at Para 19 of this User
Manual, every User who wishes to make transaction on UDM has to be mapped to a Consignee
Code. Each Consignee Code can have as many Transaction Users, as one wishes. The first user
mapped to a Consignee Code will be the Main Depot User while other Users mapped to the same
Consignee Code will be Sub-Depot/Sub-Consignee Users. Main Depot and Sub-Depot/Sub-
Consignee Users will work independently and will maintain their separate Ledgers etc. Each of the
Main Depot/Sub-Depot/Sub-Consignee Users will be responsible for Receipt/Issue/Accountal etc. of
User Depot Module
material pertaining to him. The only commonality among Main Depot User and Sub-Depot/Sub-
Consignee Users is that all these will have same Consignee Code. Officers cannot make basic
transactions of receipt / issue / accountal etc. but they will have authority to approve CRC / CRN /
Advice Note (DS-8) / Stock Verification / Stock Sheet / Approval of Requisitions on Stores Depots
etc. pertaining to their Unit and they can view various Reports / Transactions etc. of various Users.
It is suggested that in general, officers should not be mapped to a Consignee Code.
1.3 For using this UDM, user has to possess a valid Class-2 or Class-3 Digital Signature Certificate (DSC)
which is being used on IREPS / iMMS / SPARROW etc. For installation of DSC, standard procedure
available in Learning Centre & System Settings options under Learning or Quick Links or Assistance
Tab on https://ireps.gov.in can be used. Also, users have to download & install CRIS signer on their
PC (available at https://ireps.gov.in/ireps/pki/CrisSigner.msi), if not already installed. For trial
purpose, CRIS will be providing Test DSC, but users can change this Test DSC with their own DSC
using the standard procedures referred above.
2. Getting Started:
2.1 For using “User Depot Module”(UDM) in actual Production environment, on Home Page of IREPS
Portal https://ireps.gov.in, user is required to select Login NEW IMMS (UDM) :
For Trials / Testing, user is required to select Login NEW IMMS (UDM) on Home Page of
IREPS Portal https://trial.ireps.gov.inwhich explicitly mentions TRIAL on top portion as under:

User Depot Module
2.2 On the screen shown below, User is required to enter his User Name & Password and Click  Login:
User-ID/Password currently being used on IMMS cannot be used for this UDM. For Trial site of
UDM available on Portal https://trial.ireps.gov.in, users will be created by CRIS after getting user
details. Login Screen on https://trial.ireps.gov.in explicitly mentions TRIAL on top portion as under:
On first time login by a newly created user of to change Password by existing user, the user has to
click link “Click Here to Reset Password using DSC” available on Left side corner of above Screen.
2.3 Now click Tab Attach Digital Signature Certificate and Login. The following Screen will appear:
2.4 After waiting for few moments, screen shown below will be available on which User is required to
select his DSC and Click  Select… System may ask for User Name / Password of Digital Token of
the User. For Test DSC, User Name / Password of User’s Digital Token will not be asked.

User Depot Module
2.5 Now, User is ready to use “User Depot Module” (UDM) and following Home Page will appear for
the Transaction Users who have Consignee Codes mapped against their login:
2.6 For other Users who are not Transaction Users i.e. Officers etc., who do not have Consignee Code
mapped with them, will see following Home screen:

User Depot Module
3. DMTR (Daily Material Transaction Report):

3.1 DMTR is summary of all the finalized transactions on a particular day. On clicking DMTR Tab on Left
side Panel, following Screen will open:
Receipt transaction where material has not yet been accepted/rejected and accounted for will not
appear in DMTR. Such under process transactions will appear in Receipt Register (Para 5.8 of this
User Manual refers).
3.2 User may select Transaction Type and the Time Period for which DMTR is required as per his
requirement. We have set default Transaction Type as All and the Time Period as last three days
from the current date. On clicking View Report, following DMTR will get opened:
3.3 Search facility can be used to search a particular transaction. Hyperlinks have been provided to
view various types of documents. Also, by clicking Icon available under Action Header, User can
view further details / documents. Facility to take Print / Digitally signed Print / Export to Excel the
DMTR is also there using the Tabs available at top Left Hand side of Page.
User Depot Module
4. Ledger:
4.1 Any finalized transaction of Receipt / Issue of material is entered into the concerned Ledger. A
Ledger comprises of various Folio and a Folio comprises of various items. Like physical Ledgers
maintained by Consignees / User Depots, there will be Electronic / Digital Ledgers in this User
Depot Module. On clicking Ledger Tab on Left side Panel, following Screen will open:
4.2 This will show Summary of Ledgers Maintained by a Consignee i.e. a Main Depot User and his all
associated Sub-Depot Users. The items received from vendors which have not yet been finally
accounted for in the concerned Ledger, will be shown as included in Receipt Register.
4.3 For creating a New Ledger, click the link Create New Ledger, and enter the Ledger’s Name in the
field Please Fill Out this Field and click Save Button on the following Screen:
User will get a Ledger Created successfully message on the screen as under:
User cannot create more than one Ledger having same name. Ledger created will appear in
Summary of Ledgers Maintained.
User Depot Module
Updating / Editing Name of Ledger or Deleting newly created Ledger:

Name of Ledger can be updated any time by clicking the icon (Edit Ledger Name) against the
selected Ledger shown on Screen shown at Para 4.1 above, when following Screen will be opened:
On this Screen, user can change/update the name of the Ledger by typing the revised name of
Ledger in the Ledger name field and then click the Update button. User will get a Ledger Name
Updated Successfully message on the screen. Also, a newly created Ledger against which no Folio
has been created can be deleted by clicking icon (Delete Ledger) appearing against the selected
Ledger shown on Screen shown at Para 4.1 above.
4.4 For creating new Folio (group of similar items) in a Ledger, either click icon (Create Ledger Folio)
available under Action Header of Summary of Ledgers Maintained or click Folio Tab on the Screen
shown at Para 4.1 above & then click Create New Ledger Folio when following screen will pop-up:
User is to select the Ledger Name in which he wants to create a Ledger Folio through drop-down
and enter Ledger Folio Name in the field Please Fill Out this Field and click Save Button on the
above Screen. User will get a Ledger Folio Created successfully message on the screen as under:
User cannot create more than one Folio having same name in a particular Ledger.

User Depot Module
4.5 Ledger Folio created will appear in Summary of Ledger Folio Maintained screen opened after
clicking Folio Tab on Screen shown at Para 4.1 above, as under:
Updating / Editing Ledger Folio Name or Deleting newly created Ledger Folio:
Ledger Folio Name can be updated any time by user by clicking icon (Edit Ledger Folio Name)
appearing against the selected Ledger Folio Name on the above Screen, when following Screen will
be opened:
On this Screen, user can change/update the name of the Ledger Folio by typing the
updated/revised name of Ledger Folio in the Ledger Folio Name field and then click the Update
button. User will get a Ledger Folio Name Updated Successfully message on the screen. Also, a
newly created Ledger Folio against which no Item has been created can be deleted by clicking
icon (Delete Folio) appearing against the selected Ledger Folio Name on the Screen shown at Para
4.5 above.
4.6 For creating a new Folio Item in a Ledger Folio, user can either click icon (Create Ledger Folio
Item) available under Action Header of Summary of Ledger Folio Maintained Tab on the Screen
shown at Para 4.5 above. Alternatively, user can click Items Tab on the Screen shown at Para 4.1 /
4.5 above & the click the link Create New Ledger Folio Item on the following Screen:

User Depot Module
To Create New Ledger Folio item, the screen shown below will pop-up. On this Screen, user is
required to select Ledger, Leger Folio and Item type from Whether Stock / Non-Stock drop-down.
For Stock Items (Items having PL No.), enter few characters of description or PL No. and then select
the item from the list that pops-up. User will be assisted by the System by pre-filling the
Description, Unit and Average Rate (in Rs.) fields based upon the data fetched from IMMS
database, which can be changed/revised by user as per requirement. It may be noted that user is
compulsorily required to enter Average Rate of item while opening the Ledger for that item. Stock
of the item currently held by user in Manual Ledgers along with Unit, Make/Brand, Product Sl.No.,
Average Rate in Rs. and other details are to be entered. User has to select Item Type
(Vital/Safety/Others) and Item Usage (Consumable/Other) from respective drop-downs. System
seeks the information whether item has Shelf-Life or not. If the option Yes is selected for Shelf-Life,
user is required to enter Shelf-Life (in months) on Screen. System also seeks the information
whether item is a PAC (Proprietary Item Certificate) item or not. If the option Yes is selected for
PAC, user has the option to select the PAC firm’s name from Vendor Master by clicking Search
Vendor Tab or enter the name of Vendor himself by clicking New Vendor Tab.
User also has the option to enter Anticipated Annual Consumption (AAC), Threshold Stock of the
item [i.e. Critical level of Stock of that item requiring attention], Unit Weight of Item (in Kg) and
upload image of the item. Warranty/Expiry Period of available Stock is also to be filled-in. If
available Stock has the materials having different Warranty/Expiry Periods, User may enter earliest
of the such Period while creating Ledger. AAC, Threshold Stock, Item Description, Item Type, Item
Usage, PAC item details, Shelf-Life, Make/Brand, Product Sl.No., Stocking Location, Warranty/Expiry
Period, Unit Weight of Item (in Kg) and image of the item can be updated subsequently
as per Para 11.22/11.23 below. User cannot create more than one items having same PL No. / Item
Code in a particular Ledger Folio.

User Depot Module
If all validations are OK, on clicking Save, the Ledger Folio Item will get created and following Screen
with confirmation message that Ledger Folio Item Created successfully will appear:
Opening Stock of item in the Ledger will also be shown in this Screen. User can directly see the
Ledger of the item by clicking View Ledger Button.
Updating / Editing newly created Ledger Folio Item Details or Deleting Ledger Folio Item:
Ledger Folio Item Details for newly created item in the Ledger wherein no further Receipt/Issue
Transaction has been carried out (i.e. the only entry in the Ledger of that item is of Opening Stock
of item) can be updated by user by clicking the icon (Edit Newly Opened Item Details) against the
selected item shown in Items Tab under Action Header; when the same Screen as shown above will
be opened. On this Screen, user can make changes against various fields and then click the Update
button. User will get a Ledger Folio Item Details Updated Successfully message on the screen. Also,
a newly created item in a Ledger wherein no further Receipt/Issue Transaction has been carried out
User Depot Module
(i.e. the only entry in the Ledger of that item is of Opening Stock of item) can be deleted by user by
clicking the icon (Delete Newly Opened Item Details) against the selected item shown in Items
Tab under Action Header. User will get a Ledger Folio Item Deleted Successfully message on the
screen. It may be noted that the icon or will not be visible against the items wherein any
Receipt/Issue transaction has been carried out.
4.7 If Non-Stock Item (Items not having PL No.) is selected, click on the Tab Search Non-Stock Item
Code:
4.8 Then user has to enter few characters of item description in following screen and click Search:
4.9 Screen as Para 4.8 above displays all Non-Stock items having similar description as entered Search
criteria. User may either Select any item out of the displayed list or may opt to click Add Variant
against the item which he considers to be similar to item to be created in Ledger Folio, when the
details are transferred to Screen shown at Para 4.6 above. Remaining procedure to create Non-
Stock item in the Leger Folio is same as for Stock item which has been mentioned at Para 4.6 above.
4.10 If Non-Stock items shown in Screen at Para 4.8 above are neither same or similar to item for which
new Ledger Folio item is to be opened, click New Item Code on Tab shown on Screen at Para 4.8
above; after which click the OK button on the pop-up mentioning Please select Main Group Name:
4.11 On the Screen shown below, User is required to select Group/Sub-Group, as per his requirement:
System will allot an Item Code to Item consisting of 12 Digits i.e. XX-XX-XXXX-XXX-X (Two digits of
Group, then two digits of Sub-Group, then Continuity No. of 4 digits, then 3 digits of variant and
User Depot Module
then last digit as Check Digit). User can now enter complete description of item in Item Description
field. Remaining procedure to create a new Non-Stock item (Items not having PL No.) in the Leger
Folio is same as for Stock item (Items having PL No.) which has been mentioned at Para 4.6 above.
4.12 As mentioned at Para 4.1 above, Summary of Ledgers can be seen by clicking Ledger Tab. This
indicates names of Ledgers, no. of Folios / no. of items in a Ledger and total value of items in a
Ledger. It also gives total value of all Ledgers maintained by a Consignee, including Sub-Depots:
4.13 Ledger Index can be generated by clicking icon (Print Ledger Index) option in Ledger Tab under
Action header. This Index gives details of all the items in a Ledger alongwith their Closing Balance,
Book Average Rate (BAR), Value and Stock Verification Details. It also gives a Ledger Summary
indicating no. of Folios, no. of Items and total value of items in a Ledger as shown below:
User may take print-out of the Ledger Index using Print / Digitally Signed Print Tabs.

User Depot Module
Details of Items in Folio:

Details of all items in a particular Ledger Folio can be seen by clicking icon (Print Ledger Index)
option given in Folio Tab under Action header. It gives details of all the items in the selected Folio
their Closing Balance, Book Average Rate (BAR), Value and Stock Verification Details. It also gives a
Folio Summary indicating no. of Items and total value of items in a Folio as under:
User may take print-out of the above details using Print / Digitally Signed Print Tabs.
4.14 To Search an item for viewing/generating its Ledger (Details of all transactions of an Item), user has
to click Items Tab on the Screen shown at Para 4.1 above and then type PL / Item Code /
Description in Search field of the Screen shown at Para 4.6 above to find the item for which Ledger
is to be generated. Then user has to click icon (Get Detailed Ledger) available against the
selected item in Item Tab under Action header to get following Screen:
By clicking the icon (View Image) available against the selected item in Item Tab under Action
header, user can see the image of that item. Icon (View Image) appears only against those
items, where user has uploaded the image of item.
4.15 Default Time Period of transactions for generation of Ledger is 3 months on above Screen, which
can be changed by User as per requirement. Ledger for the selected item (Details of all transactions
of an Item) can be now generated by clicking Generate Ledger Button. Ledger gives details of all
User Depot Module
the transactions of that item done during the stipulated period, alongwith Remarks and Summary
of Receipts / Issues during a particular period, both in Quantity terms as well as in Value terms.
On clicking the hyperlinks, user can see corresponding voucher against the transaction. Details of
Stock Verification are also shown in the Ledger in Red colour.
Ledger for Last One Month:
User may take normal / digitally signed print-out of the Ledger using Print / Digitally Signed Print
Tabs. User can directly generate Current Ledger showing transactions for last one month by clicking
icon (Ledger for last 1 month) in Item Tab under Action header of Screen at Para 4.6 above.
4.16 Break-up of Stock of item available with user at a time can be seen by clicking Available Stock
Detail Button available on the Screen below, which can be reached by clicking icon (Get Detailed
Ledger) against selected item in Item Tab under Action header on Screen at Para 4.1 above:

User Depot Module
Detailed break-up of the Stock of the selected item available with user at that time on clicking
Available Stock Detail is shown as under:
5. Receipt:
5.1 On clicking Receipt Tab on Left side Panel, following Screen will open:

User Depot Module
5.2 On Screen shown at Para 5.1 above, Receipt from Trade Tab will be selected in default condition.
To initiate any transaction of receipt of material from Trade, User has to select Fresh Receipt from
drop-down options available under Receipt from Trade and click Search PO/Contract/LOA Tab
when following Screen will open on which User is required to select PO Type as (i) Stores PO (Local
Purchase), (ii) Stores PO (Other than Local Purchase), (iii) GeM PO, (iv) Imprest/Cash Purchase, (v)
Supplies against Contracts and (vi) Others:
In default, Stores PO (Local Purchase) will be selected which can be changed by User using Radio
Button. In above Screen, square Box against Include Completed POs is un-checked in default and on
clicking Search Button, only the pending Items/POs will be shown. To get details of completed POs,
user has to check (tick) the Square Box against Include Completed POs. To select any Purchase
Order for Receipt of material, User has to tick the Radio Button against that Purchase Order when
these details will be shifted to the Screen shown at Para 5.3 below. User may enter PO No. / Vendor
Name / Description etc. in Search criteria to directly go to the intended PO. PO/Contract/
Modification Advice (MA) can be seen by clicking View PO/MA link below PO/Contract/LOA No.
Receipt against Stores PO (Local Purchase) to be processed exactly in the same manner as Stores
PO (Other than Local Purchase).Receipt against GeM PO or Supplies against Contracts is to be
processed as per Para 5.5 below and receipt against remaining types of POs (i.e. Imprest/Cash
Purchase or Others) is to be processed as per Para 5.6 below.
5.3 On the Screen shown below, details of the selected PO will be available from the database of
selected PO as per Para 5.2 above:
PO/Contract/ Modification Advice (MA) can be seen by clicking View PO/Contract/LOA link below
PO/Contract/LOA No. User is to fill in the remaining details on the above Screen and click Submit
Button when this data will be saved and user will get following confirmatory message on his screen:

User Depot Module
It is clarified that only the Consignment supplied has been registered and it is yet to be accepted /
rejected & accounted for in Ledgers. Material against such registered Consignment is to be
accepted/accounted for into Ledgers using Acceptance tab as per Para 6 of this User Manual.
User can click View / Print Voucher Tab on above Screen to generate Consignment Receipt
Certificate (CRC) as under which can be printed, signed & given to Supplier as a Receipt of material:
After getting it signed by Gazetted Officer, it can be given to supplier as a Receipted Challan for the
supplied material:

User Depot Module
5.4 User can make any changes / alterations etc. in the details entered at Para 5.3 above by going to
Receipt Tab on Left side Panel, then to Receipt from Trade and selecting select Under Accountal
from drop-down options available under Receipt from Trade and click Select Voucher Tab:
On clicking Select Voucher Tab, User has to select the required voucher against which he wants to
make changes by selecting the Radio Button against that Voucher:
After selecting the Voucher, the details will get transferred to the Screen shown at Para 5.3 above
and User can make changes and save the changes by clicking the Submit button.
5.5 For accountal of receipt against a GeM PO, User has to click Radio Button of PO Type as GeM PO,
compulsorily select date of GeM PO as under, and then select Item / PO by ticking Radio Button
against that GeM Order when these details will be shifted to the Screen shown at Para 5.3 above:
For accountal of receipt against a Contracts/LOA, User has to click Radio Button of PO Type as
Supplies against Contracts and compulsorily select date of Contract/LOA, in the above Screen and
follow the similar steps. When the details of Contract/LOA are not shown, User may enter the
details manually on the screen at Para 5.3 above by clicking Enter Details Manually button.
5.6 If PO Types of Imprest/Cash Purchase or Others is selected out of the available options shown at
Para 5.2 above, User will be directly switched to Screen shown at Para 5.3 above wherein all
requisite details are to be entered. Facility to select Vendor from Database has been given under
Tab Search Vendor. User may enter details of a new Vendor himself which cannot be found in
Database of IREPS under Search Vendor Tab, by clicking New Vendor Tab as shown below:

User Depot Module
5.7 At times material is issued to Contractor against various Works Contracts, and Contractor wants to
return unutilized material to Railways, such material transaction can be done using Returned by
Contractor Tab and by selecting the originally issued voucher by entering Search Parameters in
Search Criteria field by clicking Select Tab under Actions.
Under Accountal cases of Returned by Contractor can be processed further by clicking Under
Accountal Tab shown on the above Screen. User may also directly enter details of material
Returned by Contractor when material was originally issued in a non-Computerized environment.
Remaining procedure for Returned by Contractor cases is same as for Receipt from Trade
mentioned above at Para 5.3 / 5.4 above.
5.8 Details of various Receipt Transactions can be seen by clicking Receipt Register Tab on Screen
shown at Para 5.1 above:
User may select various options of PO Type or Status or enter Firm’s Name or Description to view/
search receipt transaction(s)in selected Time Period (Default: 3 months) by clicking Submit Button:

User Depot Module
5.9 Receipt Summary in the selected period can be obtained by clicking Receipt Summary Button on
the Screen shown at Para 5.8 above:

User Depot Module
5.10 By clicking Search Receipt Transaction Tab on Screen shown at Para 5.1 above, user can see all the
transactions of Receipt from Trade and Returned by Contractor in the selected period (Default: 3
months).Radio Buttons have been provided to search Receipt Vouchers based upon Transaction
Status. Under Action Header, user has options of Update (to make updations or correct
typographical mistakes etc.), View Consignment Receipt Details in form of System generated
CRC (Consignment Receipt Certificate) or Inspection Form (to generate letter for sending
material for Inspection/Trials), for under Inspection material / CRN (Consignment Receipt Note) for
accepted material:
5.11 In case value of item in a Purchase Order is in Foreign Currency i.e. other than Indian Rupees, user
will have to calculate all-inclusive Unit Rate of item in Indian Rupees and enter the same in the
System while initiating the transaction against such Purchase Orders.
6. Acceptance:
6.1 On clicking Acceptance Tab on Left side Panel, following Screen will open:
6.2 On the Screen shown at Para 6.1 above, Receipt from Trade Tab will be selected in default
condition. To process acceptance against Receipt of material (as per Para 5.0 above), click Select
Voucher Tab on the Screen shown at Para 6.1 above to select the Under Process cases of Receipt
from Trade; which will open a Screen similar to the one shown at Para 5.4 above. User has to select
any Under Process Voucher by selecting the Radio Button against that Voucher. After selecting the
Voucher, the details will get transferred to the Screen shown at Para 6.3 below.

User Depot Module
6.3 User is required to fill in the details of Quantity Accepted (in PO Units), Quantity Rejected (in PO
Units) & Stocking Location on the following Screen:
If 100% quantity received is rejected, User is to fill the same in Quantity Rejected field, indicate ‘0’
(Zero) in Quantity Accepted Field and click Submit Button. Rejected Quantity will appear in
Rejection Handling Menu, under initial Rejection Tab for generating Rejection Advice (Para 15).
However, if Quantity Accepted field is entered with a figure which is more than ‘0’ (Zero), additional
rows in the lower portion of above Screen will appear regarding Ledger No./Folio No./Item No.:

User Depot Module
6.4 User is required to select the Ledger/Folio/Item in which he intends to account for the material
after acceptance. For selecting Ledger/Folio/Item, he can type in the field Search PL No./Item
Code/Folio Name/Description, and then select the options which get displayed on the screen
based upon the input provided by user in the Search field.
On selecting a particular record displayed on Screen, Ledger, Ledger Folio & Ledger Folio PL/Item
No. will get populated in the respective fields as shown below:
If all validations are OK, on clicking Submit, the accepted quantity of material will get accounted for
into the selected Ledger and following Screen with confirmation message that Received &
Accounted For Successfully will appear:
Stock of item in the Ledger after this transaction will also be shown in this Screen. User can directly
see the Ledger of the item (showing all transactions during last one month) by clicking View Ledger
Button and View/Print the corresponding Receipt Voucher i.e. System generated CRN (Consignment
Receipt Note) by clicking View/Print Voucher Button. These receipt transaction details will now be
available in DMTR (Para 3) & Ledger (Para 4). Rejected Quantity will appear in Rejection Handling
Menu, under initial Rejection Tab for generating Rejection Advice (Para 15).
6.5 Instead of selecting Ledger/Folio/Item by typing in the field Search PL No./Item Code/Folio Name/
Description as per Para 6.4 above, user can also directly select Ledger/Folio/Item from drop-downs:

User Depot Module
6.6 In case there is difference in the Units of Purchase Order against which the material has been
received and the Units of accountal / transaction in Ledger for the item received from Trade,
System will pop-up a message that Receipt Unit differs from Transaction Unit....Select appropriate
Ledger or Enter Unit Conversion Factor.....as under:
On clicking OK, user may either change the selection of Ledger so that unit of item in the PO and
the Ledger match or the System will ask the user to enter Unit Conversion Factor if it is not a
standard one i.e. from Kilogram to Meter or Nos. to Set etc. as under:
After input of Unit Conversion Factor by user, Transaction Quantity will automatically get updated
and on clicking Submit Button, transaction will get stored in the selected Ledger for the Transaction
Quantity. For Standard Unit Conversions like Litre to Kilolitre / Meter to Kilometer etc. and vice-
versa, System will automatically make conversions between the PO Unit and the Transaction Unit.
Rates of item received will automatically get adjusted as per the Unit Conversion Factor.
6.7 User may select Ledger No.000-Receipt in case final accountal is to be made in Ledger afterwards
or material is to be accounted for in Ledger of Sub-Depot User (of course, having same Consignee
Code). User has to accordingly select Final Custodian Name from drop-down options. This Receipt
Voucher will be then visible to him or Sub-Depot User under Acceptance menu.
6.8 As mentioned above, after material is accepted and accounted for into Ledger, this transaction will
be visible in corresponding Ledger as well as in DMTR. System generated CRC (Consignment
Receipt Certificate) for accepted material can be seen by clicking Hyperlink in Ledger or by clicking
icon (View Consignment Receipt Detail) under Action header in DMTR.

User Depot Module
6.9 Acceptance of material Returned by Contractor is done exactly on the same lines as mentioned at
Para 6.1 to 6.8 for Receipt from Trade transactions. However, for the material Returned by
Contractor, CRC/CRN will be with endorsement NOT FOR PAYMENT.
6.10 As per System design, as done in the Stores Transaction, Book Average Rate (BAR) of item gets
revised automatically whenever a new supply received from vendor or Stores is accounted for. All
subsequent issue transaction to Railway Users are made on this BAR. However, there is option to
charge the rates while issuing material to Contractor. Delivery of Scrap material is issued at the
rates mentioned in the Delivery Order issued by auction Conducting Officer.
7. CRN (Consignment Receipt Note) & CRC (Consignment Receipt Certificate):
7.1 Provision for creating digitally signed CRC (Consignment Receipt Certificate)for the accepted
material (Receipt from Trade) has been provided for which CRN Tab on Left side Panel is to be
clicked, when the following Screen will open:
7.2 On the Screen shown at Para 7.1 above, Select Receipt Voucher Tab will be selected in default
condition and all the vouchers against which digitally signed CRN has not been processed will be
automatically loaded on Screen. To process generation of digitally signed CRN, click Icon (View
Consignment Receipt Detail) against the selected voucher, when following screen will open:

User Depot Module
7.3 On Screen shown at Para 7.2 above, User has to enter Forwarded Bill Amount (Rs.) and Remarks
and select the Officer’s name to whom he wants to forward this CRN for approval from the drop-
down. Then the Button Process for Sign & Forward is to be clicked. Now following Screen will open:
After clicking Sign & Forward Button and digitally signing the CRN using DSC following same
procedure as per Para 2.4 above. This activity may take some time and hence User should wait.
This forwarded CRN will bear digital signature of the official who has prepared & forwarded it for
approval and it will be available to the concerned officer under Awaiting My Approval Tab.
7.4 The official who has prepared & forwarded this digitally signed CRN to his officer for approval can
see list of his forwarded CRNs under the Tab My Forwarded. He can see his digitally signed
forwarded CRN by clicking Icon (View Consignment Receipt Detail) against selected voucher:
It also indicates the name of the officer to whom a CRN has been forwarded for approval.
7.5 Till a forwarded CRN has been approved by the concerned officer, the official who has prepared &
forwarded it can drop it by entering reason against the selected CRN from the Screen shown at Para
7.4 above and clicking Drop button shown below. Such dropped cases will appear in the Tabs My

User Depot Module
Finalized Cases as well as Finalized by Me. The official can re-process digitally signed CRNs against
such dropped CRNs following the same procedure as mentioned at Para 7.1 to 7.3.
7.6 As mentioned above, forwarded CRN will be available to the concerned officer under Awaiting My
Approval Tab or under Awaiting My Approval Tab of CRN Tab on Left Side Panel. The officer
can view CRN awaiting his approval by clicking Icon (View Consignment Receipt Detail) against
selected voucher under Awaiting My Approval Tab and approve it by clicking Sign & Approve Tab.
Such approved CRNs will be visible to officer in Finalized by Me Tab. The concerned official who
forwarded CRN for approval can view approved CRN under My Finalized Cases Tab. Approved CRN
will bear digital signatures of both the official who has prepared & forwarded it as well as the
officer who has approved it:

User Depot Module
7.7 The officer to whom CRN has been forwarded for approval, can also drop it by entering reason
against the selected CRN from the list of CRNs available under Awaiting My Approval Tab Screen
and clicking Drop button. Such dropped CRNs will appear to the officer under Finalized by Me Tab.
The concerned official who forwarded CRN for approval can view dropped CRN under My Finalized
Cases Tab. An approved CRN will not be available for dropping either to the official who prepared &
forwarded it for approval or to the approving officer. The official can re-process digitally signed
CRNs against such dropped CRNs following the same procedure as mentioned at Para 7.1 to 7.3.
7.8 Provision for creating digitally signed CRC (Consignment Receipt Certificate) for the material
supplied by vendors (Receipt from Trade) for Advance Payment to them (80% / 90% / 95% / 98%
etc. as per Conditions of Contract / PO) has been provided for which CRC Tab on Left side Panel is to
be clicked, when the following Screen will open:
Steps for generating digitally signed CRC are exactly similar to the corresponding steps for
generating digitally signed CRN, mentioned at Para 7.2 to 7.7 above.

User Depot Module
8. Accountal:
8.1 For entering the details of material received (other than directly from Suppliers / Vendors /
Contractors), user has to click Accountal Tab on Left side Panel, when following Screen will open:
8.2 On the Screen shown at Para 8.1 above, Other User Depots (Online) Tab will be selected in default
condition. This option is to be utilized for receipt of material from Other User Depots who have
issued material using this User Depot Module. User can view Issue Note by clicking icon (View
Issue Note) under Select Header. To initiate receipt transaction for material issued by other Online
User Depots, user has to click icon (Receive) under Select Header, to open following Screen:
User has to enter Stocking Location, Remarks and select Ledger wherein accountal of material is to
be made following the same procedure as mentioned at Para 6.4 to 6.6 above. User can change
Actual Date of Receipt as per his requirement, wherein Current Date is displayed under default.
User Depot Module
If all validations are OK, on clicking Submit, the received quantity of material will get accounted for
into the selected Ledger and following Screen with confirmation message that Received &
Accounted For Successfully will appear:
Button and View/Print the corresponding Voucher by clicking View/Print Voucher Button.
8.3 After material is accounted for into Ledger, this transaction will be visible in corresponding Ledger
as well as in DMTR. Issue Note & Demand Note can be seen by clicking Hyperlinks in Ledger or by
clicking icon (View Issue Note) under Action header in DMTR. Demand Note can also be seen by
clicking the available Hyperlink against Requisition No. in Details of Transaction column in DMTR. It
may be seen that Acknowledgement Details will now be visible in Issue Note and Demand Note will
have details of Voucher No. corresponding to accountal of material in Ledger. Stock, valuations etc.
in the Ledger will get automatically updated. Issuing Depot (On-line) will get information that
material has been accounted for by User Depot to whom material was issued and the remarks
Acknowledgement Pending appearing in Ledger & DMTR of Issuing Depot (On-line) will get
automatically removed.
8.4 User Depot Module also has the provision to place Requisition/Demand on other User Depots who
are not yet computerized i.e. they are not working on this integrated User Depot Module. These
Depots have been categorized as Offline User Depots. On clicking Other User Depots (Offline) Tab
on the Screen shown at Para 8.1 above, List of all pending Requisitions/Demands will be shown. To
initiate receipt transaction for material issued by Other User Depots (offline), user has to click
icon (Receive) under Action Header on the following Screen:

User Depot Module
On clicking icon (Receive) under Action Header in the above Screen, a new Screen shall open in
which user has to enter details of Issue Note, Rate, Quantity, Stocking Location, Remarks etc. and
select Ledger wherein accountal of material is to be made on the lines similar to the material
receipt transaction from online User Depots as per Para 8.2 above when the user will get a
confirmation message on his Screen. Also, on the lines similar to Para 8.3 above, Transaction details
alongwith Demand Note will be available in DMTR & Ledger. However, System-generated Issue
Note will not be available for receipt of material from Off-line User Depots.
8.5 User Depot Module also has the provision to receive Stock items from Stores Depot who are
making issue transactions on IMMS against Demands submitted by user in IMMS.
On clicking Stores Depots (Stock) Tab on the Screen shown at Para 8.1 above, list of all pending
Issue Notes wherein material has been issued by Stores Depot to User Depot against Normal
Requisitions (S-1313) or Imprest Requisitions (S-1830) will be visible as under:
User can view Issue Note by clicking icon(View Issue Note) under Action Header. To initiate
receipt transaction for Stock items issued by Stores Depots, user has to click icon (Receive)
under Action Header, when a new Screen will open in which user has to enter Stocking Location,
Remarks etc. and select Ledger wherein accountal of material is to be made and account for the
material on the lines similar to the material receipt transaction from online User Depots as per Para
8.2 above by clicking Sign & Submit button when the user will get a confirmation message on his
Screen. For accountal of material received from Stores Depot, Digital Signature Certificate (DSC) of
user is to be used. After this accountal of Stock items issued by Stores Depot, there will not be
requirement of posting acknowledgement in IMMS. Also, on the lines similar to Para 8.3 above,
Transaction details alongwith Issue Note & Demand Note will be available in DMTR & Ledger.
8.6 In some of the Units over Indian Railways, there is practice wherein Non-Stock items are received in
Stores Depots and Stores Depot issues R-Notes for such Non-Stock supplies. In User Depot Module,
there is a provision to receive such Non-Stock items from Stores Depot who will be making Non-
Stock R-Note in IMMS against supplies made by vendors. On clicking Stores Depots (Non-Stock) Tab
on Screen shown at Para 8.1 above, list of all pending Non-Stock R-Notes will be visible as under:

User Depot Module
Procedure of accountal of material received against Non-Stock R-Note from Stores Depot shall be
same as applicable for Stock items issued by Stores Depots, already discussed at Para 8.4 above.
8.7 Stock items issued by Stores Depot against Sale Issue Note in IMMS can be received by clicking
Stores Depots (Sale Issue) Tab on Screen shown at Para 8.1 above, in which list of all pending Sale
Issue Notes will be visible. Procedure of accountal against Sale Issue Notes from Stores Depot shall
be same as applicable for Stock items issued by Stores Depots, already discussed at Para 8.4 above.
8.8 Transferring material from one Ledger to another Ledger within the same Consignee, has been
named as Book Transfer. If a User Depot transfers material from one Ledger to another Ledger and
both Ledgers are maintained by the same Transaction User (same Depot or same Sub-Depot), Issue
& Receipt Transactions of Book Transfer are carried out simultaneously. However, if the Issuing
Transaction User & the Receiving Transaction User are different (which will have same Consignee
Code), Issue & Receipt transactions will be carried out separately. In such cases, Issue transaction
will be carried out under Issue  Book Transfer option while Receipt transaction will be carried out
under Accountal Book Transfer option. On clicking Book Transfer Tab on the Screen shown at
Para 8.1 above, list of all pending Book Transfer issues awaiting accountal will be visible as under:
User has to click Receive button under Select Header on the above Screen, when a new Screen will
open in which user has to enter Stocking Location, Remarks etc. and select Ledger wherein
accountal of material is to be made and account for the material on the lines similar to the material
receipt transaction from online User Depots as per Para 8.2 above by clicking Submit button when
the user will get a confirmation message on his Screen. On lines similar to Para 8.3 above,
Transaction details alongwith Issue Note will also be available in DMTR & Ledger for Book Transfer.
8.9 On clicking Miscellaneous Receipt Tab on the Screen shown at Para 8.1 above, user will have three
Tabs for three different options i.e. (1) Return Stock Receipt, (2) Unconnected Material Receipt,
and (3) Shop Manufactured Receipt/Old Demand Receipt. User may select these Miscellaneous
Receipt options as per his requirement and fill in the details to take such material into his Ledger.
For example, under selected option of Return Stock Receipt, user is required to fill details in the
following Screen:

User Depot Module
Receipt Transactions of Unconnected Material Receipt shall be carried out at existing Book Average
Rate (BAR) of item in Ledger while for Return Stock Receipt & Shop Manufactured Receipt/Old
Demand Receipt, user is shown the existing rate of item in Ledger (which can be edited by him)
after the item is selected, as under:
Item Receipt Details against all three types of Miscellaneous Receipt receipts can be seen/printed
by clicking View/Print Voucher tab on the confirmation Screen visible after clicking Submit tab on
the above Screen or from DMTR / concerned Ledger.

User Depot Module
8.10 In UDM, while issuing any material to User Depot or on Book Transfer, there is option to select
issue type as Normal (where material need not to be returned to Issuing Depot) or Loan (material is
to be returned to Issuing User Depot). Also, while issuing material to End User, Issue Type can be
Normal or Returnable (material is to be returned to Issuing User Depot). For accountal of
loan/Returnable material returned by an Off-line User Depot or End User, one has to select Loan
Return from Off-Line Depot/End User Tab on the Screen at Para 8.1 above, wherein all Issue Notes
wherein material issued on Loan/Returnable basis has not yet been returned will be displayed:
User has to click Receive button under Action Header on the above Screen, when the following
Screen will open:
On the above Screen, user has to enter various details including Stocking Location, Remarks etc.
and receive the material returned by Off-line User Depot by clicking Receive button when the user
will get a confirmation message on his Screen. The material will get accounted for in the same
Ledger from where it has been issued. On the lines similar to Para 8.3 above, Transaction details
alongwith Voucher will also be available in DMTR & Ledger for this transaction.
8.11 By clicking Receipt Summary on Screen shown at Para 8.1 above, User can get three types of
Summary of material received on the basis of receipt from (A) User Depot/Consignee, (B) Vendor,
& (C) Stores Depot [Default selection is Summary of Receipt from User Depot/Consignee, which
User Depot Module
can be changed by Radio Buttons] and providing various inputs or selecting options through drop-
downs. Default Period for these Reports in 3 months, which can be changed by User as per
requirement. User can take Print / take Digitally Signed Print / Export to Excel these Reports by
using the corresponding Buttons.
(A) Summary of Receipt from selected User Depot/Consignee in selected Period:
(B) Summary of Receipt from selected Vendor in selected Period:
(C) Summary of Receipt from selected Stores Depot in selected Period:

User Depot Module
9. Requisition:
9.1 On clicking Requisition Tab on Left side Panel, following Screen will open:
On the above Screen, Online (User Depot) Tab will be selected in default condition. This option is to
be utilized for placement of Demand/Requisition on Other User Depots using User Depot Module.
9.2 User has to click Search Item Tab on Screen at Para 9.1 above to get access to following Screen:
Railway & Department of the user who has logged-in are shown as default, which can be changed
by user based upon his requirement. On this Screen, user can select Railway, Department & On-line
User Depot from drop-downs for placing his Requisition/Demand. User may enter PL No./
Description of the required item in PL No. / Description field, select All option in Railway,
Department & User Depot from drop-downs and click Search to view the availability of item being
searched throughout Indian Railways’ User Depots working on this User Depot Module. User can
select any User Depot on which he wants to place his Requisition by clicking the Radio button under
Action header, when these details will get transferred on the Screen shown at Para 9.3 below:
By clicking the (View Contact Details) under Action Header, user can see the contact details of
the User Depot as well as Controlling Officer of the User Depot to enable him contact the
officials/officers. By clicking the icon (View Image) under Action Header against the item, user
can see the image of that item. Icon (View Image) under Action Header appears only against
those items, where user has uploaded the image of item. It is important to mention that User

User Depot Module
cannot place demand on his own User Depot. In case he wishes to place demand on his own User
Depot, he should utilize option Issue  Book Transfer which has been explained at Para 8.8 above.
9.3 On selecting the User Depot for placement of Requisition on Online User Depot on Screen shown at
Para 9.2 above, following Screen will get opened:
9.4 User is required to select Type of Requisition as Normal or Loan (as already explained at Para 8.9
above), Demanded Quantity, Allocation etc. and click Save as Draft or Approve & Forward Button
when system will automatically allot Demand No. On clicking Save as Draft button on the Screen
shown at Para 9.3 above, following Screen shall be available:
User can View/Print or take Digitally signed Print of Draft Demand by clicking View Demand
button on the above Screen. On clicking Approve & Forward button on the Screen shown at Para
9.3 above, following Screen shall be available:
Draft / Approved Demands will become available in Search  Requisition (On-Line User Depot)
option, wherein User can View/Print or take Digitally signed Print or Drop Requisition; as per Para
User Depot Module
17.2 below. User can Approve & Forward the selected Draft Demand using this option by clicking
Approve & Forward button on the Screen similar to the Screen shown at Para 9.3 above, when
following Screen will be visible:
Approved Demands becomes visible to User Depot on whom it has been placed on real-time basis
for further processing. Approved Demands can also be dropped by User Depot placing Requisition
using (Drop) icon.
9.5 As mentioned at Para 8.4 above, User Depot Module has the provision to place Requisition/
Demand on Offline User Depots that are not yet working on this integrated User Depot Module. On
clicking Offline (User Depot) Tab on Screen shown at Para 9.1 above, following Screen will open:
On this Screen, user has to click the Tab Select Non-Computerized User Depot Tab, when following
Screen will get opened:
9.6 On above Screen, User has to select Railway & Department of Off-line User Depot on whom he
wants to place Requisition/Demand through drop-down and then select Off-line/non-Computerized
User Depot from the List of options shown after details of Consignee Name / Code are filled into
the User Depot field. Then User has options to select item for which Demand is to be placed by
clicking any of the three Tabs viz. Search from My Ledger/Stock(Items which are in the Ledger of
user placing the Demand), Search from Stock Item Master(Items in Stock Master of selected
Railway) or Enter Item Details Manually (User has to enter entire item details manually). Tab of the
selected option will be shown in Green colour while other Tabs will be in Blue colour. Once item
selection is finalized, remaining procedure for placing Requisition on Offline User Depot is exactly
same as the procedure for placing Requisition/Demand on Online User Depot, discussed at Para 9.2
User Depot Module
to 9.4 above. User is required to select Type of Requisition as Normal or Loan (as already explained
at Para 8.9 above), Demanded Quantity, Allocation etc. and click Save as Draft or Approve &
Forward Button when system will automatically allot Demand No.
Draft / Approved Demands placed on Offline User Depot will be available in Search  Requisition
(Off-Line User Depot) option, wherein User can View/Print or take Digitally signed Print and send
to concerned Off-line User Depot for issue of material or Drop Requisition; as per Para 17.3 below.
Approved Demands can also be dropped by User Depot placing Requisition using (Drop) icon.
On receipt of material against these Demands placed on Offline User Depots, accountal to be made
by following procedure for Accountal  Other User Depots (Offline) option as per Para 8.4 above.
9.7 On clicking Covering Note (User Depot) Tab on Screen at Para 9.1 above, following Screen opens:
User may use this option to create a system-generated letter in name of User Depot (Online or
Offline) on which Requisitions / Demands have been placed in case it is decided to depute some
Authorized Representative for collecting material against selected Demands as under:

User Depot Module
9.8 On clicking S-1313 Reqn.(Stores Depot) Tab on Screen at Para 9.1 above, following Screen
opens, using which user can place Requisitions (Demand) for Stock Items on Stores Depots of his
Zone on S-1313 Form i.e. Combined Requisition-cum-Issue Note:
9.9 On clicking Search PL Button on the Screen at Para 9.8 above, user will be shown the following
Screen on which feeding Stores Depot of the user will be pre-selected in default. However, user can
change the pre-selected Stores Depot from drop-down showing all Stores Depots of this Zone,
enter few characters of description of item / PL No. in the Search field and then click Get Items
button to view list of items of the selected Stores Depot meeting his search criteria:
9.10 Thereafter user can select his required item for placing S-1313 Requisition (Demand) on Stores
Depot by clicking the Select button available under Action Header when the details of selected item
will get transferred to the Screen shown at Para 9.8 above as under; on which user is required to fill

User Depot Module
various fields including Quantity Demanded, Remarks, Allocation etc. and select the Officer to
whom he wants to send the Draft Requisition (Demand) for approval from the drop-down:
After completing details on the above Screen, user can save Draft Demand by clicking Save button
when the System will automatically allot the Demand No. when following Screen appears:
User can view/Print Draft S-313 Demand by clicking View Demand button on the above Screen.
Alternatively, user can directly send the S-1313 Demand to the selected Officer by clicking Sign &
Forward Button; using his Digital Signature Certificate (DSC) following standard procedure
explained at Para 2.4 above, when following Screen appears:

User Depot Module
9.11 Signed & Forwarded S-1313 Demand (Requisition) from the User will be visible to concerned officer
under Awaiting My Approval Tab and S-1313 Stores Reqn.  Awaiting My Approval
Tab (selected in default) on Left side Panel of Home Screen (Para 2.8 above). By default, all the
S-1313 Demands proposed to be placed on all the Stores Depots by all the User Depots, which have
been sent to the Officer for approval will be shown as under:
Officer can get the List of Demands pertaining to a particular User Depot or the S-1313 Demands to
be placed on a particular Stores Depot displayed by making suitable selections from drop-downs of
Stores Depot / User Depot and then click Search Button. S-1313 Demand can be dropped by
clicking icon (Drop) appearing against Demand. S-1313 Demand can be Viewed/Printed by
clicking icon (Print Requisition) appearing against the Demand. By clicking icon (Edit &
Authorize) appearing against a S-1313 Demand appearing in the List, the following Screen showing
details of the Demand forwarded to Officer from User Depot will be opened:
The Officer may make changes in the quantity demanded etc. and then click Approve & Forward
button on the above Screen to forward the S-1313 Demand to Stores Depot using his own DSC. If
everything is in order, Officer will get confirmation message on his screen:

User Depot Module
User can view/Print Draft S-313 Demand by clicking View Demand button on the above Screen.
Approved S-1313 Demands becomes visible to concerned Stores Depot on real-time basis for
further processing/Issue of material.
Officer can select a particular demand and by ticking into the Square Box appearing against that
Demand in Right Hand Side column and then click Approve Tab to directly send the selected
Demand on the Stores Depot. Also, the Officer can use tick the Square Box appearing against Select
All option appearing in the Header to select all the Demands appearing in the List and then click
Approve Tab to directly send all the selected Demands on the Stores Depot.
Officer can see S-1313 Demands approved by him for sending to Stores Depot by clicking S-1313
Stores Reqn.  Finalized by Me Tab when following Screen will open:
By default, details of all S-1313 Demands approved by the Officer concerned during last three
months received from all User Depots and forwarded to all Stores Depots will be displayed. Officer
can change the Demand Approval Period, User Depot name and Stores Depot name to get details of
approved S-1313 Demands as per his requirement. These details also show the name/designation/
User Depot details of official forwarding the S-1313 Demand to Officer alongwith complete details
of the item, Qty. Demanded, Qty. Issued & Qty. Balance. The Demands against which material
issued by Stores Depot has not yet been accounted for by User Depot are shown in pink
background. Officer can use Search field provided on the Right Hand side of the Screen to search
Demand(s) as per his requirement. By clicking icon (Print/View Requisition) appearing under
Action header, Officer can view the details of Demands / Issues against the selected S-1313
Demand. By clicking icon (Drop) appearing under Action header, Officer can delete/drop the
selected S-1313 Demand wherein material has not yet been issued by Stores Depot.
9.12 User can find his saved Draft S-1313 Demands by clicking Draft Requisition Search Tab on top
portion of Screen shown at Para 9.8 above, when following Screen will open on which he is
required to select Stores Depot from drop-down, enter Requisition No. / PL No. / few characters of
description of item in the Search field and then click Get Draft Requisition button to view List of
Draft S-1313 Demands of his Unit on the selected Stores Depot meeting his search criteria:

User Depot Module
Thereafter user can select the required Draft S-1313 Requisition (Demand) by clicking the icon
(Select Requisition) available under Action Header when details of selected Draft S-1313
Requisition (Demand) will get transferred to the Screen shown at Para 9.8 above. After completing
details on that Screen, user can forward the Draft S-1313 Requisition (Demand) to his concerned
Officer by clicking Sign & Forward Button; using his Digital Signature Certificate (DSC) following the
same procedure as per Para 9.10 above.
9.13 All S-1313 Demands of the Unit will be available in Search  Requisitions(Stores Depot)
option, wherein User can View/Print or take Digitally signed Print or Drop Requisition; as per Para
17.5 below under various stages. User can Approve & Forward Draft Requisitions using this option.
Approved Requisitions or the Requisitions against which partial quantity has been issued can also
be dropped by the Unit placing Requisition by clicking icon (Drop/Cancel).By selecting Radio
Button corresponding to Awaiting Approval, User can change the Officer to whom he has earlier
forwarded S-1313 Demand for approval by selecting some other officer from drop-down and click
Sign & Forward Button; using his Digital Signature Certificate (DSC) following the same procedure
as per Para 9.10 above Forward Button. This option is available till the time forwarded S-1313
Demand has not been approved or dropped by the Officer, to whom it has been forwarded.
9.14 On clicking Imprest Reqn.(Stores Depot) Tab on Screen at Para 9.1 above, following Screen
opens having New Imprest Tab selected in default, using which user can process placement of
Demand (Requisitions) for Stock Items having Sanctioned Imprest on Stores Depots of their Zone on
S-1830 Form i.e. Imprest Schedule:

User Depot Module
9.15 On the Screen shown at Para 9.14 above, user is required to select Stores Depot from the drop-
down and then select the corresponding Stocking Ward of the Stores Depot where user is having
sanctioned Imprest. User can view List of Stock items for which his Unit is having Sanctioned
Imprest (Financial Year-wise) with Stores Depot by using Search- Sanctioned Imprest Detail
functionality described in Para 17.6 of this User Manual. On the above Screen, user is also required
to indicate the Period for his Imprest Demand (Past period not allowed), complete the Reqn. No.,
fill-in Allocation details, Remarks and then click Add/Show Item button when the List of items for
which user’s Unit is having Sanctioned Imprest in the selected Stores Depot/Ward for the selected
Period will be displayed (for which there is no pending Imprest Demand) as under:
9.16 On the Screen shown at Para 9.15 above, Qty. in hand will be fetched by the System from the
Ledgers of the user. Here is important to note that the User cannot place Demand for the Quantity
more than Sanctioned Qty. – Qty. in Hand. After filling Demanded Qty. field against items required
by user, the square Box under Select Header will automatically get ticked. After filling in the
Demanded Qty. against all the required items shown in the List, user is to click Save Button, when
the System will automatically allot the Reg. No. and user will get DRAFT SAVED SUCCESSFULLY
message on his Screen as under:

User Depot Module
On clicking View Demand tab on the above Screen, an Approve & Forward Button will appear on
the Screen as under:
9.17 User can delete any item of Draft Imprest Demand by clicking icon (Delete) appearing against
that item. Also, user can edit Qty. Demanded or Qty. in Hand against any item of Draft Imprest
Demand by clicking icon (Edit) appearing against that item on the following Screen:
After making necessary changes in Qty. Demanded or Qty. in Hand, user has to click Save Changes
Button on the above Screen to effect these changes. After editing individual items (if required) as
above, user can save Draft Imprest Demand by clicking Save button on the Screen shown at Para
9.16 above when he will get DRAFT SAVED SUCCESSFULLY message on his Screen. Alternatively,
user can directly send the Imprest Demand to the selected Stores Depot by clicking Approve &

User Depot Module
Forward Button on the Screen shown at Para 9.16 above; using his Digital Signature Certificate
(DSC) following standard procedure explained at Para 2.4 above, when he will get APPROVED
SUCCESSFULY message on his Screen.
Approved Imprest Demand becomes visible to concerned Stores Depot on real-time basis for
further processing/Issue of material. Before clicking Approve & Forward button, user can add more
items into this Imprest Demand by clicking Add/Show Item button on the Screen on the same lines
as Para 9.15/9.16 above. Imprest Demand can be dropped by clicking icon (Drop Imprest
Demand) appearing against Demand in the List available after clicking Pending/Draft Imprest Tab
available on the top portion (Left side) of above Screens following the steps as per Para 9.18/9.19
below.
9.18 User can find his saved Draft/Pending Imprest Demands by clicking Pending/Draft Imprest Tab on
top portion of Screen shown at Para 9.14 above, when following Screen will open:
9.19 On the Screen shown at Para 9.18 above, user is required to select Stores Depot and Ward from
drop-down and then click Show Draft/Pending button to view List of Draft/Pending Imprest
Demands of his Unit on the selected Stores Depot/Ward as under:
On the above Screen, user can click icon to Print, click icon to Process Draft and click icon
to Drop Imprest Demand (all items of that Demand). On clicking icon to Process Draft Imprest
Demand, following Screen gets opened which is similar to Screen shown at Para 9.16 above:

User Depot Module
Further processing of Draft Imprest Demand is on exactly similar lines as mentioned at Para 9.16 /
9.17 above wherein user can edit any item of Draft Imprest Demand by clicking icon (Edit) or
delete any item by clicking icon (Delete) appearing against that item. Also, user can add more
items into the selected Imprest Demand by clicking Add/Show Item button or again save the edited
Imprest Demand by clicking Save button or can send the Imprest Demand to Stores Depot by
clicking Approve & Forward Button using his Digital Signature Certificate (DSC).
9.20 On clicking Covering Note (Stores Depot) Tab on Screen at Para 9.1 above, following Screen
opens on which user is required to select Stores Depot from drop-down to view the List of Pending
Demands on Stores Depot [both S-1313 & Imprest (S-1830)] on that Stores Depot:
Default period for this utility has been fixed as 90 days i.e. the Demands prepared during last 90
days against which material is yet to be issued by Stores Depot will be displayed on clicking Submit
button. However, user may change this period to view old pending Demands on Stores Depot as
per his requirement. User may select pending Demands on Stores Depot to create a system-
generated letter in name of Depot Officer of the Stores Depot on which Requisitions / Demands
have been placed in case it is decided to depute some Authorized Representative for collecting
material against selected Demands as under:

User Depot Module

User Depot Module
10. Demand Entry:

10.1 As mentioned earlier, User Depot Module permits issue of material to Off-line User Depots also
which are yet to on-boarded on this integrated User Depot Module. Physically received Demands
from such Offline user Depots will have to be entered into system by User Depot receiving Demand
for issue of material; by clicking Demand Entry Tab on Left side Panel, to open following Screen:
10.2 In the above Screen, Railway & Department of the user who has logged-in are shown as default,
which can be changed by user for entering the Demand. User can also select Railway & Department
from drop-downs and then select Consignee / Off-line User Depot from the List of options shown
after details of Consignee Name / Code are filled into the Consignee field. User has to then fill in
various details from the physically received Demand on the Screen above as well as select the Type
of Requisition/Demand as Normal or Loan. Thereafter, Search button is to be clicked to enter
Details of Item, when following Screen will get opened:
User can view the items from his own Ledgers by searching the same based upon PL No. /
Description and then select the item by clicking Radio Button under Action header, when details of
the selected item will get populated in the Screen shown at Para 10.1 above as under:

User Depot Module
10.3 On clicking Submit button in above Screen, details of the above Demand physically received from
Off-line User Depot, which has been entered above, user gets following confirmatory message on
his Screen:
User can view manually entered Demand by clicking View Demand tab on the above Screen. This
manually entered Demand becomes available to User Depot for issue of material under Issue  To
User Depot option, which has been discussed under Para 11.0 below.
11. Issue:
11.1 By clicking Issue Tab on Left side Panel, following Screen will get opened:

User Depot Module
On the Screen shown at Para 11.1 above, To End User Tab will be selected in default condition
alongwith List of various items stocked in the User Depot. This option is to be utilized for issue of
material to Ultimate / End User of the Consignee/User Depot. User can search the item to be issued
by entering one or more details in various fields shown on the Screen and click Search button or by
entering some details in the Search field shown on Right Hand Side of the Screen above Action
header. User can then proceed to issue material to End User by clicking Issue Button under Action
header against the selected item:
11.2 On clicking Issue Button under Action header on above Screen, following Screen will open:
User has to fill-in various details regarding issue of material to End User alongwith the Qty. being
Issued. For items being issued against Sanctioned Works, User may give IRPSM Work ID when the
IRPSM Work Details will be automatically filled, after validating IRPSM Work ID. While issuing the
material to End User, User has option to change the pre-selected Issue Type as Normal (Default) to
Returnable. If Returnable Option is chosen, the official to whom material has been issued will
have to return it to the User Depot issuing the material. Issue of such returnable material will
appear in the Summary of Pending Loan (Refer Para 11.20 of this Manual) till it is received back &
accounted for by the Issuing User Depot (Refer Para 8.10 of this User Manual). After filling-in all
User Depot Module
these details/selections, user has to select the vouchers shown in the Available Stock Details
portion of the Screen from which the material to be issued to End User.
11.3 Available Stock Details portion of Screen shows the details of various Receipt Vouchers (DMTRs)
constituting total Stock of item to be issued, as available with User Depot, as under:
In Available Stock Details, Receipt Vouchers (DMTRs) are shown in order of decreasing Warranty /
Expiry Date duly indicating balance Quantity available in Stock against that Receipt Voucher (DMTR)
alongwith Make / Brand, Product Serial No., Location &Receipt Details. User has to first identify a
Receipt Voucher whose material he wants to issue and indicate quantity against that Receipt
Voucher to be issued in Qty. of DMTR to be Issued column. Make/Brand of Items Issued and
Product Serial No. of Items Issued columns will be pre-filled with the Available Make/Brand &
Available Product Serial No. columns respectively; which will be editable by user as per his
requirement. Qty. of DMTR to be Issued cannot be more than the DMTR Balance Qty. User may
select more than once Receipt Voucher as per requirement. Selected Receipt Vouchers will get
marked with a Green colour tick sign in Box available under Action header. Sum of Qty. of DMTR to
be Issued against all the selected Receipt Vouchers has to necessarily match with the Quantity
being Issued filled-in first portion of the Screen, mentioned at Para 11.2 above. After completing
this exercise of selecting the Receipt Vouchers (DMTRs), user has to click Issue Button.
If all validations are OK, on clicking Issue button, the issued quantity of material will get deducted
from the Stock of the item in the selected Ledger, automatically updating the Stock and following
Screen with confirmation message Issue Successfully will appear:
Button and View/Print the corresponding Issue Voucher by clicking View/Print Issue Note Button,
which contains all requisite details of this Issue Transaction along-with the Make/Brand of the
material, Product Serial No. and Warranty/Expiry Date of material issued. Details of this transaction
will also appear in DMTR as well as corresponding Ledger. User can View/Print or take Digitally
signed Print of Issue Note now or from DMTR/Ledger also. This Issue Note can be cancelled by
utilizing Issue  Write Back Issue option discussed at Para 11.18 below. Also, this Issue Note will
be available for generating Gate Pass under option Gate Pass discussed at Para 13 below.

User Depot Module
11.4 On clicking Issue to User Depot Tab on Screen at Para 11.1 above, following Screen will get opened
which shows pending Live Demands received from other User Depots (Online as well as Offline):
11.5 Default selection criteria shown on the Screen can be changed by user based upon his requirement.
User can choose to View Demand, Issue Material & Reject the Demand by selecting
corresponding icon under Action Header against each Demand. To issue material to a User Depot,
user has to click icon (Issue Material) under Action header on the above Screen, when following
11.6 User has to fill-in Issue Qty. against above Demand (in Demand Units)& other details on the
Screen shown at Para 11.5 above, select Issue Type (Loan / Normal) [Default selection will be as per
Demand Type, which can be changed by user], Ledger No. & Ledger Folio No. after which Stock
Quantity will be updated. Issue Transaction Type is also to be selected as Final or Partial. Final
Option is selected in default which means that proposed issue will mark the Demand as Finally
Issued and thereafter, this Demand will not be available for issue. This default selection can be
User Depot Module
changed to Partial which means that proposed issue will mark the Demand as Partially Issued and
thereafter, this Demand will remain available for issue of material subsequently. Once Ledger/Folio
is selected, Stock Qty. & Stock Unit fields will get automatically updated alongwith Quantity being
Issued in Stocking Units. If Demand unit & Stocking unit are different (and not standard), it is to be
dealt by means of Unit Conversion Factor as per Para 6.6 above. Now user has to click the Stock
Details Button to view details of various Receipt Vouchers (DMTRs) constituting total available
Stock of item to be issued; on the same lines as mentioned at Para 11.3 above. Remaining
procedure of Issue to User Depot is exactly same as the procedure for Issue to End User mentioned
at Para 11.3 above. After this issue transaction is successful, user will get a similar confirmation
message on his Screen as shown at Para 11.3 above. This issue transaction will be visible to User
Depot submitting the Demand for accountal. Stock position of item will get automatically updated
and details of this issue transaction will appear in DMTR as well as corresponding Ledger. User can
View/Print or take Digitally signed Print of Issue Note now or from DMTR/Ledger, which contains
all the requisite details of this Issue Transaction. This Issue Note can be cancelled by utilizing Issue
 Write Back Issue option discussed at Para 11.18 below. Also, this Issue Note will be available for
generating Gate Pass under option Gate Pass discussed at Para 13 below.
11.7 As mentioned at Para 8.8 above, transferring material from one Ledger to another Ledger within
the same Consignee, has been named as Book Transfer. On clicking Book Transfer Tab on the
Screen shown at Para 11.1 above, a Screen similar to the one for Issue to End User mentioned at
Para 11.1 above will get opened wherein user has to select the item for Book Transfer. User has to
enter one or more details in various field shown on the Screen and click Search button to view list
of items matching with his input on Screen. User can select the item to be issued to End User by
clicking Issue Button under Action header, after which following Screen will get opened:
11.8 In Issued to User Depot drop-down at top portion of above Screen, Main Depot and corresponding
sub-Depots (all having same Consignee Code as the user who has logged-in) are listed with User-
Depot/Sub-Depot of user who has logged-in being selected as default. User can change User Depot/
Sub-Depot to whom he wants to Book Transfer the material. If User transfers material from one
Ledger to another Ledger and both Ledgers are maintained by the same Transaction User (within
same Depot / Sub-Depot), i.e. default option under Issued to User Depot drop-down available at
User Depot Module
the top of above Screen is not changed; Issue & Receipt Transactions of Book Transfer are carried
out simultaneously. In that case, user will view three portions on the above Screen as under:
a) Top/1st Portion: Book Transfer Issue (User has to enter Book Transfer Qty., select issue
type as Normal / Loan and enter Remarks),
b) Middle/2nd Portion: Enter/Select Details of Ledger in which material is to be accounted for
after this Book Transfer (User has to select his own Ledger wherein material is to be
accounted for after Book Transfer following the same procedure as mentioned at Para 6.4
to 6.6 above. User cannot Book Transfer the material again to the same Ledger from where
it is being issued. If units in the Ledger from which material is issued and the Ledger in
which material is accounted for are different (and not standard), it is to be dealt by means
of Unit Conversion Factor as per Para 6.6 above), &
c) Bottom/3rd Portion: Available Stock Details for Book Transfer (It shows details of various
Receipt Vouchers (DMTRs) constituting total Stock of item to be issued during this Book
Transfer, as available in the Ledger; on the same lines as mentioned at Para 11.3 above for
Issue to End User. User has to distribute Book Transfer Qty. among various Receipt
Vouchers (DMTRs) here).
Finally, user has to click the Book Transfer Button shown in the middle portion of Screen after
which material will be issued from one Ledger and get accounted for in the other Ledger as per
selections made by user performing the transactions. After this issue transaction is successful, user
will get a similar confirmation message on his Screen as shown at Para 11.3 above. These
transactions will also appear in both the Ledgers and two transactions will appear in DMTR. Also,
the Issue Voucher will be available in Ledgers/DMTR for View/Print giving reference of accountal of
material in addition to other details.
11.9 However, if Issuing Transaction User & Receiving Transaction User for Book Transfer are different
(of course having same Consignee Code) i.e. the default selected option under Issue to User Depot
drop-down available at the top of the Screen shown at Para 11.7 above is changed to select User
Depot / Sub-Depot other than the user who has logged-in, Issue & Receipt transactions will be
carried out separately. In such cases, Issue transaction will be carried out as per Para 11.8 above
while Receipt transaction will be carried out under Accountal  Book Transfer option already
explained at Para 8.8 above. It may be noted that Middle/2nd Portion of the Screen (i.e. (b) above)
at Para 11.7/11.8 above will not be visible to user in that case.
11.10 On clicking Return of Loan Tab on Screen at Para 11.1 above, following Screen will open which
shows details of all the Issue Notes against which material received by User Depot on Loan from
other User Depots (Online / Offline) or against Book Transfer; which have not yet been returned:

User Depot Module
11.11 On clicking Return of Loan Tab on Screen at Para 11.9 above, following Screen will get opened:
On this Screen, user has to enter the Loan Qty. being returned in Qty. being Issued field, mention
Remarks and distribute Qty. being issued (Loan Qty. being returned) among various Receipt
Vouchers (DMTRs) shown on the screen; on the same lines as mentioned at Para 11.3 above for
Issue to End User and click Tab Return of Loan to complete transaction. After this issue transaction
is successful, Loan position in Demand/Ledger/DMTR etc. will get automatically updated and this
issue transaction will be visible to the User Depot issuing the material for accountal, as explained at
Para 8.2 & 8.3 above. Stock position of item issued etc. will get automatically updated. User will get
a similar confirmation message on his Screen as shown at Para 11.3 above. Details of this issue
transaction will appear in DMTR as well as corresponding Ledger. This Issue Note can be cancelled
by utilizing Issue  Write Back Issue option discussed at Para 11.18 below. Also, this Issue Note
will be available for generating Gate Pass under option Gate Pass discussed at Para 13 below.
11.12 On clicking Auction Delivery (Sale) Tab on the Screen shown at Para 11.1 above, following Screen
will get opened on which user is required to click the button Search/Select DO (Delivery Order):
11.13 On clicking the button Search/Select DO on the Screen shown at Para 11.12 above, following
screen will open in which user has to enter Lot No./Delivery Order No./Name of Purchaser and click
Submit button to view details of the Lots pertaining to him which have been auctioned by Stores
Depots wherein Delivery Order (DO) has been issued and delivery is not yet complete:
User Depot Module
11.14 On clicking Radio button against selected DO No. under Action header, these details will get
transferred to the following Screen, wherein user has to enter one or more details in various field
shown on Screen and click Search button to view list of items matching with his input on Screen.
User can select the item to be issued to Purchaser by clicking Issue Button under Action header:
11.15 On clicking Issue button on above Screen, following Screen will get opened on which user is
required to enter various details like Qty. being Delivered now (in Sale unit) and Purpose/Remarks:

User Depot Module
If Stocking unit is different than Sale unit, it is to be dealt by means of Unit Conversion Factor as
per Para 6.6 above and then Qty. to be issued (in Stocking Unit) field will appear on Screen. User is
required to distribute Qty. to be issued (in Stocking Unit) among various Receipt Vouchers (DMTRs)
shown on screen; on the same lines as mentioned at Para 11.3 above for Issue to End User and click
Issue Tab to complete this transaction. After this issue transaction is successfully executed, position
in the DO/Ledger/DMTR etc. will get automatically updated. User will get a similar confirmation
message on his Screen as shown at Para 11.3 above. Stock position of item issued etc. will get
automatically updated and details of this issue transaction will appear in DMTR as well as
corresponding Ledger. User can View/Print or take Digitally signed Print of Sale Issue Note now or
from DMTR/Ledger, which contains all the requisite details of this Issue Transaction. Also, this Issue
Note will be available for generating Gate Pass under option Gate Pass discussed at Para 13 below.
11.16 To issue material to Contractor against LoA/Contract; user has to click To Contractor Tab on Screen
shown at Para 11.1 above, when a Screen similar to the one for Issue to End User at Para 11.1
above will get opened wherein user has to select the item for Issue to Contractor. User has to enter
one or more details in various field shown on the Screen and click Search button to view list of
items matching with his input on Screen. User can select the item to be issued to Contractor by
clicking Issue Button under Action header, after which following Screen will get opened:

User Depot Module
11.17 On screen shown at Para 11.16 above, user is required to enter few characters of LoA/Contract No.
and then select the LoA/Contract shown to him on the Screen after which LoA/Contract No. & Date,
Contract Description, Allocation, IRPSM Work ID & Detail (if available), Contractor Name & Address
fields will get automatically populated . Alternatively, user can manually fill various details like
LoA/Contract No.& Date, Allocation, Contract Description, Letter/Ref. No. & Date. Facility to select
Vendor from Database has been given under Tab Search Vendor. User may enter details of a new
Vendor himself which cannot be found using Search Vendor Tab, by clicking New Vendor Tab. User
has to enter Qty. to be issued (in Stocking Unit) as well as Sale/Issue Rate alongwith
Purpose/Remarks. For items being issued against Sanctioned Works, User may give IRPSM Work ID
when the IRPSM Work Details will be automatically filled, after validating IRPSM Work ID, else user
will be asked to re-check the entered IRPSM Work ID. User is required to distribute Qty. to be
issued (in Stocking Unit) among various Receipt Vouchers (DMTRs) shown on the screen; on the
same lines as mentioned at Para 11.3 above for Issue to End User and click Issue Tab to complete
this transaction. After this issue transaction is successfully executed, Stock position of item issued
etc. will get automatically updated and user will get a similar confirmation message on his Screen as
shown at Para 11.3 above. Details of this issue transaction will appear in DMTR as well as
corresponding Ledger. User can View/Print or take Digitally signed Print of Issue Note now or from
DMTR/Ledger, which contains all the requisite details of this Issue Transaction. Also, this Issue Note
will be available for generating Gate Pass under option Gate Pass discussed at Para 13 below.
11.18 Facility to cancel Issue Transaction made during last one month against which material has not yet
been accounted for or Gate Pass has not yet been generated is there under Write Back Issue
option. On clicking Write Back Issue Tab on the Screen shown at Para 11.1 above, the following
Screen will open which displays various Issue transactions qualifying for cancellation/write-back:

User Depot Module
On this Screen, user has to click Write Back Button available under Action header when a new
Screen will open on which user is required to enter Write Back Reason and click Approve Button
after which the Issue Transaction will get cancelled/written-back:
After this Write-Back Issue transaction is successfully executed, Stock position in Ledger and status
in the Demand (if any) will get automatically updated. User will get a similar confirmation message
on his Screen as shown at Para 11.3 above. Details of this Write-Back Issue transaction will appear
in DMTR as well as corresponding Ledger against the original Issue transaction also. User can view
or take print-out of Write-Back Issue Note from DMTR/Ledger.
11.19 As mentioned earlier, there is provision in User Depot Module to issue material to Offline User
Depots (which have not yet on-boarded on this User Depot Module) by entering their physically
received Demands into System as per Para 10.1 to 10.3 above. Since such Offline user Depots will
not be able to acknowledge receipt of material on-line, a provision has been provided to post
acknowledgement of material against such Issues by the User Depot issuing the material. For this
user has to click Post Ack. (Offline) Tab on the Screen shown at Para 11.1 above, when the
following Screen will open which displays various Issue transactions made to Offline User Depots
wherein acknowledgement of receipt of material has not yet been posted in System:

User Depot Module
User may click Post Button available under Action header when following new Screen will open:
On this Screen, user is required to enter Acknowledgement Details under Remarks column and click
Save Button after which acknowledgement will get posted against corresponding issue transaction
in User Depot Module. Such Acknowledgement Details will now appear in Issue Note also.
11.20 By clicking Summary of Pending Loan on the Screen shown at Para 11.1 above, user can see details
of all transactions wherein item issued on Loan to User Depots or issued to End User on Returnable
basis is yet to be received back, as under:
On this Screen, user may select various inputs from drop-downs as per his requirements to see the
details of Loan to be returned by the User Depots / Sub-Depots.
11.21 By clicking Summary of Issues on Screen shown at Para 11.1 above, User can get four types of
Summary of material issued on the basis of issues to (A) User Depot/Consignee, (B) Vendor, (C)
Stores Depot, & (D) IRPSM Work ID [Default selection is Summary of Issues to User
Depot/Consignee, which can be changed by Radio Buttons] and providing various inputs or
selecting options through drop-downs. Default Period for these Reports in 3 months, which can be
changed by User as per requirement. User can take Print / take Digitally Signed Print / Export to
Excel these Reports by using the corresponding Buttons.
User Depot Module
(A) Summary of Issues to selected User Depot/Consignee in selected Period:
(B) Summary of Issues to selected Vendor in selected Period:
(C) Summary of Issues to selected Stores Depot in selected Period:

User Depot Module
(D) Summary of Issues against selected IRPSM Work ID in selected Period:
11.22 Facility in UDM is there to update AAC & Threshold Limit of an item in Ledger, Item Type
(Vital/Safety/Other), Item Usage (Consumable/Other), PAC item details, Details about Shelf-Life of
Item, Description of an item in Ledger, Image or Unit Weight of item, Make/Brand or Product Sr.No.
or Stocking Location or Expiry/Warranty Date against a Receipt transaction by clicking Update
Location/Details on the Screen shown at Para 11.1 above, when following Screen will open:

User Depot Module
11.23 On the Screen shown above, user is to click Search Item button when a new Screen will open on
which user has to enter PL/Item Code/Description/Voucher No. under Search field and click Search
Button when all Receipt Vouchers matching with the input Search Criteria will get displayed. Out of
these displayed Receipt Vouchers, user has to select requisite Voucher for updation by clicking the
icon under Action header, after which these details will get populated in the Screen shown at Para
11.22 above. User will be shown entire details against the selected Receipt Voucher and have
option to update various details by entering them in Revised column and click Update Button. Now,
these updation will take effect in Ledger and in selected Receipt Voucher.
12. Advice Note (DS-8):
12.1 Provision for returning material to Stores Depot on Advice Note (DS-8) has been made available in
User Depot Module for which Advice Note (DS-8) Tab on Left side Panel is to be clicked, when a
Screen similar to the one for Issue to End User mentioned at Para 11.1 above will get opened; with
default selection of Select Item Tab wherein user has to select the item to be returned to Stores
Depot on Advice Note (DS-8). User has to enter one or more details in various field shown on the
Screen and click Search button to view list of items matching with his input on Screen. User can
select the item to be returned to Stores Depot on Advice Note (DS-8) by clicking Return Button
under Action header, after which following will get opened:
12.2 On the Screen shown at Para 12.1 above, user is required to enter various details including Qty. to
be issued (returned) in Stocking Unit and select the Railway & Stores Depot to whom material is
being returned on Advice Note (DS-8). Also, name of officer of user to whom he wants to forward
User Depot Module
this Advice Note (DS-8) for approval is to be selected from the drop-down. User is required to
distribute Qty. to be issued (in Stocking Unit) among various Receipt Vouchers (DMTRs) shown on
the screen; on the same lines as mentioned at Para 11.3 above for Issue to End User. Thereafter,
user may click the button Save as Draft, when this Advice Note (DS-8) will appear in My Draft Tab
of user. By clicking My Draft Tab, user can select the Draft Advice Note by clicking View Button
appearing against the selected Advice Note on the following Screen; which will also have an
additional Drop Button to enable user to Drop the Advice Note (DS-8):
12.3 If the user opts to click Forward for Approval button on the Screen shown as Para 12.1 above or on
the Screen visible after clicking View Button on the above Screen, the Advice Note (DS-8) will
appear to the Officer to whom it has been sent under Awaiting My Approval Tab & under
Awaiting My Approval Tab of Advice Note (DS-8) Tab on Left Side Panel. Such forwarded Advice
Notes will appear in My Forwarded Cases Tab of the user. Dropped cases by user will appear in My
Finalized Cases Tab of User as well as Finalized By Me Tab of user.
12.4 The official who has prepared & forwarded this Advice Note to his officer for approval can see the
list containing entire details of his forwarded Advice Notes under My Forwarded Tab, including the
details of the officer to whom it has been forwarded. Till a forwarded Advice Note (DS-8) has been
approved by the concerned officer, the official who has prepared & forwarded it can drop it by
clicking View Button against that Advice Note on the Screen shown below, which gets opened after
clicking My Forwarded Cases Tab and then clicking Drop button.
Such dropped cases will appear in his Tabs of My Finalized Cases as well as Finalized by Me.
12.5 As mentioned above, forwarded Advice Notes will be available to the concerned officer under
Awaiting My Approval Tab as under:

User Depot Module
The officer can view Advice Notes awaiting his approval by clicking View Button against selected
Advice Note and approve it by clicking Approve Button The concerned official who forwarded this
Advice Note for approval can view approved Advice Note under My Finalized Cases Tab. The officer
to whom Advice Note has been forwarded for approval, can also drop it by clicking Drop button on
the Screen that gets opened after clicking View Button on above Screen. Such dropped Advice
Notes will appear to the officer under Finalized by Me Tab. The concerned official who forwarded
Advice Notes for approval can view dropped Advice Notes under My Finalized Cases Tab. An
approved Advice Note will not be available for dropping either to the official who prepared &
forwarded it for approval or to the approving Officer.
12.6 After Advice Note has been approved by concerned officer, the stock of item to be returned to
Stores Depot will get updated in the corresponding Ledgers and the transaction will appear in
DMTR & Ledger. User can view or take print-out of Advice Note. This Advice Note will also be now
available for generating Gate Pass under option Gate Pass discussed at Para 13 below.
13. Gate Pass:
13.1 Provision for creating Gate Pass against various Issue transactions has been made available in User
Depot Module for which Gate Pass Tab on Left side Panel is to be clicked, when the following
User is required to select Radio Button against Contractor or User Depot/Consignee or Stores
Depot to generate Gate Pass against the corresponding Issue Notes. Default selection of the Radio
Buttons is for Stores Depot/Consignee with Zone of the User logged-in, against which user has to
select User Depot/ Consignee & Sub-Depot and click Search Vouchers Button when all the Issue
Notes (wherein Gate Pass has not yet been prepared) pertaining to the User Depot/Consignee
selected through drop-down will be listed as under:

User Depot Module
13.2 On above Screen, user is required to select Issue Notes for which he wants to generate Gate Pass
by ticking the Square Box available under Action header. Based upon the Unit Weight of item
available in the System (as entered by user while creating Ledger item or subsequently updated as
per Para 11.22 above), UDM will automatically calculates the total weight of selected items and
displays the same on the above Screen in field Total Weight of selected items (in Kg). On clicking
Generate Gate Pass Button by user on above Screen, the following Screen will get opened (which
also shows the selected Issue Notes) on which user is required to enter various details and click
Approve Button, when system will allot Gate Pass No. / Date and user will get a confirmation
message of Screen that Gate Pass Successfully Generated:
Tare Weight is shown as 0 (Zero) in default, which can be changed by user according to weight of
packaging / unloaded / empty vehicle. User can also change the Net weight of items shown above
(which is pre-filled as total weight of selected items calculated by System based upon the available
unit Weight of respected items) and on entering Tare Weight, UDM will calculate Gross Weight as
Tare Weight + Net Weight. Similarly, unit of measurement can be changed by user.
13.3 User can take print-out of Gate Pass by clicking Print Button available on the Screen after getting a
confirmation message of Screen that Gate Pass Successfully Generated. User can also take Digitally
Signed Print of Gate Pass by clicking Digitally Signed Print Button. After Gate Pass against an Issue
Note is generated, it will not be visible in the List of Issue Notes for generating Gate Pass and this
Issue Note cannot be cancelled/written-back (Refer Para 11.18 above). Details of Gate Pass will also
get inserted into the corresponding issue Notes automatically. List of all Gate Passes generated will
be available in Gate Pass Register Tab available on the Screen shown at Para 13.1 above as under:

User Depot Module
By default, all Gate Passes generated in last 10 days will be displayed and this period can be
changed by user based upon his requirement. To view or get print-out or digitally-signed print of a
Gate Pass, user may click Print button available under Action header as under:
13.4 To generate Gate Pass against Issue Notes in favour of Vendors/Contractors/Purchasers, user is
required to select Radio Button against Contractor appearing on the Screen shown as Para 13.1
above, enter few characters of the name of Vendor/Contractor/Purchaser under Contractor field
and click Search Vouchers Button when all the Issue Notes (wherein Gate Pass has not yet been
prepared) pertaining to the selected Contractor/Vendor/Purchaser will be listed and following
Screen will be opened:

User Depot Module
On the above Screen, user is required to select Issue Notes for which he wants to generate Gate
Pass by ticking the square box available under Action header and click Generate Gate Pass Button
when the screen similar to the one shown at Para 13.2 above will get opened. Remaining procedure
for generating Gate Pass for issue of material to Vendors/Contractors/Purchasers is same as the
procedure applicable for generating Gate Pass for User Depot/Consignee mentioned at Para
13.2/13.3 above.
13.5 To generate Gate Pass against Advice Notes (DS-8) made in favour of Stores Depots, user is
required to select Radio Button against Stores Depot appearing on the Screen shown as Para 13.1
above, user is required to select Zone & Stores Depot to which material is being returned on Advice
Note (DS-8) through drop-downs and click Search Vouchers Button when all the Advice Notes
(wherein Gate Pass has not yet been prepared) pertaining to the selected Stores Depot will be
listed and following Screen will be opened:
On the above Screen, user is required to select Advice Notes (DS-8) for which he wants to generate
Gate Pass by ticking the square box available under Action header and click Generate Gate Pass
Button when the screen similar to the one shown at Para 13.2 above will get opened. Remaining
procedure for generating Gate Pass for returning the material to Stores Depot on Advice Notes
(DS-8) is same as the procedure applicable for generating Gate Pass for User Depot/Consignee
mentioned at Para 13.2/13.3 above.
User Depot Module
14. Adjustment Memo & Pink Slip:

Adjustment Memo:
14.1 When material is issued by one User Depot working on User Depot Module to another User Depot
(both Online as well as Offline), which is not on returnable Loan basis, the User Depot which has
issued the material to other Depot is required to raise a Debit on the User Depot who has received
the material (duly involving Associate Finance) through a document, which is known as Adjustment
Memo. To generate Adjustment Memo, user is required to click Adj. Memo& Pink Slip Tab on Left
side Panel, when following Screen will get opened with Adjustment Memo Tab selected in default:
User is required to select Month/Year of the period when material was issued and also select the
Consignee/User Depot to whom the material was issued and click Submit Button when all the Issue
Notes (other than on Loan) of the selected period for the selected Consignee/User Depot wherein
Adjustment Memo has not yet been generated will be listed as under:
14.2 On above Screen, user is required to select Issue Notes for which he wants to generate Adjustment
Memo by ticking the square box available on the left and click Generate Adjustment Memo Button
when the Adjustment Memo will get generated. Print/ Digitally Signed Print of Adjustment Memo
can be taken by clicking corresponding Button on the Screen available after clicking Generate
Adjustment Memo Button on the above Screen. Issue Notes against which Adjustment Memo has
been generated, will not be visible in the List of Issue Notes for generating Adjustment Memo in
future. List of all Adjustment Memos generated will be available in View Adjustment Memo Tabor
Print/View Generated Adjustment Memos link available on the Screen shown at Para 14.1 above.
Pink Slip:
14.3 When material is issued by User Depot to any Contractor, the User Depot is required to raise a
Debit on the Contractor who has received the material (duly involving Associate Finance) through a
document, which is known as Pink Slip. To generate Pink Slip, user is required to click Adj. Memo &
Pink Slip Tab on Left side Panel, when the Screen shown at Para 14.1 above will get opened, on
which user is required to click Pink Slip Tab to open the following Screen:
User Depot Module
By default, time period of one month is displayed on the above Screen, which can be edited by user
based upon requirement. User is required to select Contractor and Contract No. & Date from drop-
downs, and then click Submit Button to view Issue Notes against which material was issued to
Contractor, wherein Pink Slip has not yet been generated. In drop-down names of Contractors
wherein material has been issued to Contractor during the selected period will be populated.
14.4 On the above Screen, user is required to select Issue Notes for which he wants to generate Pink Slip
by ticking the square box available on the left and click Generate Pink Slip Button when the Pink
Slip will get generated. User can take print-out of the Pink Slip by clicking Print Button available on
the Screen available after clicking the Generate Pink Slip Button on the above Screen. Issue Notes
against which Pink Slip has been generated, will not be visible in the List of Issue Notes for
generating Pink Slip in future. List of all Pink Slips generated will be available in View Pink Slip Tab
or Print/View Generated Pink Slips link available on the Screen shown at Para 14.3 above.
15. Rejection Handling (initial Rejection & Warranty Rejection):

Initial Rejection:
15.1 When user clicks Rejection Handling Tab on Left side Panel, following Screen will gets opened up
with Initial Rejection Tab selected in default:
This Screen shows details of all cases wherein rejection has been there initially itself i.e. at the stage
of Receipt of material from Trade or from return of material by Contractor during inspection
process; and where Rejection Advice has not been made. Details of Consignment can be seen by
clicking icon under Action Header and Rejection Advice can be prepared by clicking the
corresponding icon under Action Header (Process for Issue of Rejection Memo).

User Depot Module
15.2 When icon under Action Header (Process for Issue of Rejection Memo) on the Screen at Para 15.1
against the selected DMTR (against which there has been Initial Rejection) is clicked, following
Screen gets opened on which user is required to enter Location of Rejected Material, Rejection
Reason, select Advance Payment Option as Yes / No from drop-down. If Advance Payment option
from drop-down is selected as Yes, user is required to enter Original Recovery Amount, Recovered
Amount, Recovery Remarks & Recovery Status:
On clicking Submit Button above, one will get the following confirmation message on Screen:
User can View/Print Rejection Advice (Para 15.4 below) by clicking View Rejection Advice Tab on
above Screen. This DMTR will no longer be available under Initial Rejection Tab. This Rejection
Advice will now be available under Tab Rejection Advice Register (Initial Rejection) for View/Print
and further processing.
User Depot Module
15.3 In Rejection Advice Register, user can Print/View Rejection Advice, Update Location of Rejected
Material, Update Recovery Details, Put-up Rejected Material for Re-inspection or Return Rejected
Material to Vendor (if no recovery against Rejection Advice is pending) by clicking various icons
available under Action Header against the selected Rejection Advice:
Rejection Advice Register (Initial Rejection), by default, will show all Rejection Advices generated
during last six months. However, this period can be changed by User as per requirement. Also, User
can see details of Rejection Advices issued in the selected period in favour of a particular Vendor by
selecting Vendor’s name from the Vendor drop-down option. Status-wise details of Rejection
Advices issued in a particular period in favour of particular Vendor/all Vendors can be by selecting
Radio Buttons as under:
 All
 Pending Recovery
 Nil Recovery
 Material to be Returned to Vendor (Nil Recovery)
Facility to see Rejection Advices for a particular item in the selected period in favour of a particular
Vendor/all Vendors as per selected Radio Button option is there by entering few characters of
Description in Search field. Summary of Rejection Advices as per selected option is available at the
bottom portion of the Rejection Advice Register (Initial Rejection) Screen.
15.4 Rejection Advice can be viewed/printed by clicking the corresponding icon (Print Rejection Advice)
available under Action Header against the selected Rejection Advice in Rejection Advice Register
(Initial Rejection) shown at Para 15.3 above:

User Depot Module
User may take normal / digitally signed print-out of the Rejection Advice using Print / Digitally
Signed Print Tabs.
15.5 Location of Rejected Material can be updated by User by clicking the corresponding icon (Update
Location) available under Action Header against the selected Rejection Advice in Rejection Advice
Register (Initial Rejection) shown at Para 15.3 above:
Then User has to update Location of Rejected Material field on the subsequent Screen which is
similar to Screen shown at Para 15.2 above and click Submit button
User Depot Module
15.6 Recovery Details against a Rejection Advice can be updated by User by clicking the corresponding
icon (Update Recovery Details) available under Action Header against the selected Rejection
Advice in Rejection Advice Register (Initial Rejection) shown at Para 15.3 above:
Then User has to update Recovered Amount (in Rs.)&Recovery Status fields on the subsequent
Screen which is similar to Screen shown at Para 15.2 above and click Submit button. Various details
in Rejection Advice Register (Initial Rejection) will get accordingly updated.
15.7 Rejected material against a Rejection Advice can be put-up for re-inspection by User by clicking the
corresponding icon (Put up for Re-Inspection) available under Action Header against the selected
Rejection Advice in Rejection Advice Register (Initial Rejection) shown at Para 15.3 above:
15.8 After clicking the icon (Put up for Re-Inspection) on the Screen shown at per Para 15.7 above, User
has to indicate Quantity put-up for Re-Inspection & Remarks fields on the Screen shown below:

User Depot Module
Rejection Quantity available against a particular Rejection Advice while putting-up for re-inspection
will be shown under Available Qty. field. Quantity put-up for Re-Inspection cannot be more than
this Available Qty. System will show Available Qty. as default entry in Quantity put-up for Re-
Inspection field which can be changed by User to put-up lesser quantity for re-inspection.
After clicking Submit button on above Screen, voucher corresponding to re-inspection will appear
both in Receipt & Acceptance Menus and User is required to follow steps as per Para 6. of this User
Manual to complete the re-inspection of the Quantity put-up for Re-Inspection. Various details in
Rejection Advice Register (Initial Rejection) will automatically get updated thereafter.
If some quantity against Rejection Advice again gets rejected during Re-inspection, a new Rejection
Advice for that Rejected Qty. will have to be made as per Para 15.2 above after which this Rejected
Qty. during Re-Inspection will get accumulated in the Balance Qty. available against the original
Rejection Advice for further processing. A reference to this will be made in Rejection Advice
Register (Initial Rejection) against the new Rejection Advice for quantity rejected in Re-Inspection.
Total re-inspections against the selected Rejection Advice are available under Total Re-Insp. Qty. /
Total Returned Qty. Column in Rejection Advice Register (Initial Rejection). Details of
re-inspections against a Rejection Advice can be seen by clicking icon (View Details of
Re-Inspection(s)) against Total Re-Insp. Qty. data, when following Screen will be opened:
User can View / Print Re-Inspection Consignment Details by clicking the Icon (Re-Inspection
Consignment Details).
15.9 If there is no recovery against a Rejection Advice and rejected material is available, an icon (Return
to Vendor) available under Action Header against the selected Rejection Advice in Rejection Advice
Register (Initial Rejection) shown at Para 15.3 above:
15.10 After clicking the icon (Return to Vendor) on the Screen shown at per Para 15.9 above, User has to
indicate Qty. to be Returned to Vendor & other fields on the Return of initial Rejected Material to
Vendor Screen shown below, and also indicate the same Qty. in Qty. of DMTR to be Returned to
Vendor field in the lower portion of Screen:

User Depot Module
15.11 After filling these details, User is required to click Return Button on above Screen. If everything is in
order, user will get a confirmation message on his Screen. Qty. available to Return to Vendor
against a particular Rejection Advice is shown under Qty. available to Return field. Qty. to be
Returned to Vendor cannot be more that this Qty. available to Return. Various details in Rejection
Advice Register (Initial Rejection)will automatically get updated thereafter. Total rejected quantity
returned to vendor against a Rejection Advice will be shown under Total Re-Insp. Qty. / Total
Returned Qty. Column in Rejection Advice Register (Initial Rejection). Details of rejected quantity
against a Rejection Advice returned to vendor can be seen by clicking icon (View Details of Qty.
Returned to Vendor) against Total Returned Qty. data, when following Screen will be opened:
User can View / Print Issue Note for Return of Initial Rejected Material to vendor by clicking the
Icon (Issue Note for Return of Initial Rejected Material).This Issue Note for Return of Initial
Rejected Material to Vendor shall be available in DMTR. Also, this Issue Note will be available for
generating Gate Pass under option Gate Pass discussed at Para 13 above.
Warranty Rejection:
15.12 User Depot Module also has the provision to deal with Warranty Rejection i.e. the rejections which
take place after once the material has been found acceptable & taken into Ledger but subsequently
has to be rejected. When user clicks Rejection Handling Tab on Left side Panel, following Screen
will gets opened up on which user is required to select Warranty Rejection Tab:

User Depot Module
On this Screen, user is required to enter few characters of Item No./PL No./Description etc. under
Search field and click Search Button when all the items in various Ledgers maintained by user
matching with the Search criteria will get populated. Then User has to click icon (Get Receipt
Voucher Detail) to view Details of Available Stock of the selected item as under:
15.13 Warranty Claim against selected Receipt Voucher from Details of Available Stock can be generated
by clicking the icon under Action Header (Generate Warranty Claim) on the following Screen which
gets opened after clicking icon (Get Receipt Voucher Detail) on the above Screen:
User may View Consignment Receipt Details by clicking corresponding icon under Action Header.
15.14 When icon under Action Header (Generate Warranty Claim) on the Screen at Para 15.13 against
selected DMTR/Receipt Voucher (against which it is proposed to issue Warranty Claim) is clicked,
following Screen gets opened on which all requisite details of the selected DMTR/Receipt Voucher
are shown. User is required to enter Quantity Rejected under Warranty Claim (in Ledger/Accountal
Unit), Reason for Rejection under Warranty, Warranty Claim Amount (in Rs.), Recovered Warranty
Claim Amount, Warranty Claim Recovery Remarks & Warranty Claim Recovery Status:

User Depot Module
Since Warranty Claim is lodged on the Vendor/Contractor/Supplier against a PO/Contract at

corresponding PO/Contract/Receipt Units, after filling in the Quantity Rejected under Warranty
Claim (in Ledger/Accountal Unit) field, data in Quantity Rejected under Warranty Claim (in
PO/Contract/Receipt Units) is automatically reflected on Screen by System. User can update various
fields viz. Make/Brand, Product Serial No., Unit Rate (in Rs. Per PO/Contract/Receipt Unit), Location
for Material Rejected under Warranty, Allocation & Bill Paying Officer as per requirement. On
clicking Submit Button above, user will get following confirmation message on his Screen:

User Depot Module
User can View/Print Warranty Claim letter (Para 15.17 below) by clicking View Warranty Claim Tab
on above Screen. This Warranty Claim will also be available under Tab Warranty Rejection Register
for View/Print and further processing. Rejected quantity of the item corresponding to Warranty
Claim will be reduced from Ledger of the item and get transferred to Warranty Rejection Register.
Warranty Claim transactions will appear both in Ledger of the item as well as in the DMTR with
Icons / Hyperlinks to enable users View/Print Warranty Claim.
15.15 There may be some Receipt Vouchers/DMTRs (like Opening Stock in Ledger, Return from Field,
Unconnected Receipts, Receipts from Stores Depots/other User Depots etc.) against which
Warranty Claim is proposed to be issued but Vendors/Supplier/Contractor details & PO/Contract
details are not available in Database. In such cases, user is required to enter/Select details of
Vendors/Supplier/Contractor and enter other details on the Screen shown at Para 15.14 above for
generating the Warranty Claim.
15.16 In Warranty Rejection Register, user can Print/View Warranty Claim, Update Location of Rejected
Material, Update Recovery/Replacement Details, Put-up Material Rejected under Warranty for Re-
inspection or Return Rejected Material to Vendor (if no recovery against Warranty Claim is
pending) by clicking various icons available under Action Header against selected Warranty Claim:
Warranty Rejection Register, by default, will show all Warranty Claims generated during last six
months. However, this period can be changed by User as per requirement. Also, User can see
details of Warranty Claims issued in the selected period in favour of a particular Vendor by selecting
Vendor’s name from the Vendor drop-down. Status-wise details of Warranty Claims issued in a
particular period in favour of a Vendor/all Vendors can be seen by selecting Radio Buttons as under:
 All
 Pending Recovery
 Nil Recovery
 Material to be Returned to Vendor (Nil Recovery)
Also, facility to see Warranty Claims for a particular item in the selected period in favour of a
particular Vendor/all Vendors as per selected Radio Button option is there by entering few
characters of Description in Search field. Summary of Warranty Claims as per selected option is
available at the bottom portion of the Warranty Register Screen.

User Depot Module
15.17 Warranty Claim can be viewed/printed by clicking the icon (View Warranty Claim) available under
Action Header against selected Warranty Claim in Warranty Rejection Register shown at Para
15.16 above:
User may take normal / digitally signed print-out of the Warranty Claim using Print / Digitally
Signed Print Tabs.
15.18 Location of material rejected under Warranty Claim can be updated by User by clicking the
corresponding icon (Update Location) available under Action Header against the selected Warranty
Claim in Warranty Rejection Register shown at Para 15.16 above:
Then User has to update Location of Warranty Rejected Material field on the subsequent Screen
which is similar to Screen shown at Para 15.14 above and click Submit button.
User Depot Module
15.19 Recovery Details& receipt of Replacement Supplies against a Warranty Claim can be updated by
clicking corresponding icon (Update Recovery/Replacements) available under Action Header
against the selected Warranty Claim in Warranty Rejection Register shown at Para 15.16 above:
On the Screen below, various details of Warranty Claim will be shown alongwith the quantity
accepted during Re-Inspection. User has to update Recovered Warranty Claim Amount (in
Rs.),Warranty Claim Recovery Status, Warranty Replacement Qty. (in PO/Contract/Supply Units)
& Warranty Claim Replacement Details (new Supplies made against Warranty Claims) fields on the
Warranty Claim Updation Screen and click Submit button:

User Depot Module
After clicking Submit Button, if everything is in order, user will get a confirmation message on his
Screen. Various details in Warranty Rejection Register will automatically get updated thereafter.
Total Warranty Replacements against the selected Warranty Claim will be available under Total Re-
Insp. Qty. / Total Returned Qty. / Warranty Replacements Column in Warranty Rejection Register.
Details of Replacement Quantity received against a Warranty Claim can be seen by clicking icon
(View Warranty Replacement Details) against Warranty Replacements data as under:
15.20 Rejected material against a Warranty Claim can be put-up for re-inspection by User by clicking the
corresponding icon (Put up for Re-Inspection) available under Action Header against the selected
Warranty Claim in Warranty Rejection Register shown at Para 15.12 above:
15.21 After clicking the icon (Put up for Re-Inspection) on the Screen shown at per Para 15.20 above,
User has to indicate Quantity put-up for Re-Inspection fields on the Screen shown below:
Rejection Quantity (in PO/Contract/Supply Units) available against a particular Warranty Claim
while putting-up for re-inspection will be shown under Available Rejected Qty. field. Quantity put-
up for Re-Inspection cannot be more that this Available Rejected Qty. System will show Available

User Depot Module
Rejected Qty. as default entry in Quantity put-up for Re-Inspection field and the same can be
changed by User to put-up lesser quantity for re-inspection.
After clicking Submit button on above Screen, voucher corresponding to re-inspection will appear
both in Receipt & Acceptance Menus and User is required to follow steps as per Para 6. of this User
Manual to complete the re-inspection. Various details in Warranty Rejection Register will
automatically get updated thereafter.
If some quantity against Warranty Claim again gets rejected during Re-inspection, a Rejection
Advice for that Rejected Qty. will have to be made as per Para 15.2 above; after which this Rejected
Qty. during Re-Inspection will get accumulated in the Balance Qty. available against the Warranty
Claim for further processing. A reference to this will be made in Rejection Advice Register (Initial
Rejection) against the Rejection Advice made above for the quantity pertaining to Warranty Claim;
which got rejected during Re-Inspection.
Total re-inspections against selected Warranty Claim will be available under Total Re-Insp. Qty. /
Total Returned Qty. / Warranty Replacements Column in Warranty Rejection Register. Details of
re-inspections against a Warranty Claim can be seen by clicking icon (View Details of Re-
Inspection(s)) against Total Re-Insp. Qty. data, when following Screen will be opened:
User can View / Print Re-Inspection Consignment Details by clicking the Icon (View Re-Insp.
Consignment Details).
15.22 If there is no recovery against a Warranty Claim and rejected material is available, an icon (Return
to Vendor) available under Action Header against the selected Warranty Claim in Warranty
Rejection Register shown at Para 15.12 above:
15.23 After clicking the icon (Return to Vendor) on the Screen shown at per Para 15.22 above, User has to
indicate Qty. to be Returned to Vendor & other fields on the Return of Warranty Rejected
Material to Vendor Screen shown below, and also indicate the same Qty. in Qty. of DMTR to be
Returned to Vendor field in the lower portion of Screen:

User Depot Module
15.24 After filling these details, User is required to click the Return Button on the above Screen. If
everything is in order, user will get a confirmation message on his Screen. It may be noted that the
Qty. available to Return to Vendor against a particular Warranty Claim is shown under Qty.
available to Return field. Qty. to be Returned to Vendor cannot be more that this Qty. available to
Return. Various details in Warranty Rejection Register will automatically get updated thereafter.
Total rejected quantity returned to vendor against a Warranty Claim will be shown under Total Re-
Insp. Qty. / Total Returned Qty. / Warranty Replacements Column in Warranty Rejection Register.
Details of rejected quantity against a Warranty Claim returned to vendor can be seen by clicking
icon (View Details of Qty. Returned to Vendor) against Total Returned Qty. data, when following
Screen will be opened:
User can View / Print Issue Note for Return of material rejected under Warranty to vendor by
clicking the Icon (View Issue Note for Return of Warranty Rejected Material).This Issue Note for
Return of Warranty Rejected Material to Vendor shall be available in DMTR. Also, this Issue Note
will be available for generating Gate Pass under option Gate Pass discussed at Para 13 above.
16. Stock Verification (Accounts / Departmental) & Stock Sheet Management:
16.1 In Railways’ working, there is provision for periodic physical verification of Stock held with any
Stock Holder by Stock Verifiers (SVs) / Inspector of Stores Accounts (ISAs) of Accounts Department
which is called Accounts Stock Verification. Also, when there is requirement, Executives may get
Stock Verification done departmentally, which is called Departmental Stock Verification. When
difference between Ledger (Book) Balance & Physical (Ground) Balance [Excess (+) / Deficiency (–)]
of any item held by Stock Holder is noticed, a document called Stock Sheet is generated. For
closure/finalization of Stock Sheet, Stock Holder gives his clarifications which are to be agreed upon
by his officer. In case of closure/finalization of any Stock Sheet generated as a result of Accounts
Stock Verification, clarifications given by Stock Holder are to be finally agreed upon by SV/ISA after
User Depot Module
endorsement of Stock Holder’s officer. This “User Depot Module” has provision for dealing with
Accounts & Departmental Stock Verification and corresponding Stock Sheet Management.
Accounts Stock Verification:
16.2 Main steps in Accounts Stock Verification and corresponding Stock Sheet Management are:
 Stock Verification by authorized SV/ISA.
 Acknowledgement of Stock Verification Details by Stock Holder
 Generation of Stock Sheets for items where there is difference between Ledger (Book) Balance
& Physical (Ground) Balance [Excess (+) / Deficiency (–)]
 Furnishing item-wise clarifications by Stock Holder against Stock Sheet
 Approval / Agreement on Stock Holder’s clarifications on Stock Sheet by his officer
 Agreement of SV/ISA on Stock Holder’s clarifications by, as endorsed by officer
 Closure / Finalization of Accounts Stock Sheet
16.3 When Accounts User (SV/ISA) makes login, on clicking Stock Verification Tab on Left side Panel,
Screen with Initiate/Update Tab selected in default will get open. After selecting Department /
User Depot / Sub-Depot from respective drop-downs, User is required to select Ledger of selected
User Depot / Sub-Depot which he want to take up for Stock Verification. Now View/Print Ledger
Index Button gets visible; which can be used to Print Ledger Index (i.e. List of all items of selected
Ledger) - as shown at Para 4.13 above - for ready reference during Stock Verification.
On giving inputs in fields for Items to be taken up for Stock Verification and clicking Get Items
Button on above Screen, details in lower Section of above Screen will get populated wherein items
of selected Ledger meeting the specified criteria will be shown alongwith the requisite details.
User can also take print-out of the items of selected Ledger meeting the specified criteria, which
are taken up for Stock Verification by clicking Print List of Selected Items Button. Accounts User
User Depot Module
(SV/ISA) is required to enter Physical Balance of item, Field Book Ref. No. and his Remarks against
the items selected for Stock Verification on the Screen; which appears as under:
If Physical Balance of any item is less than Ledger (Book) Balance, all the Receipt Vouchers of that
item having Stock will be shown on Screen and User is to enter Physical Balance against that
Receipt Vouchers wherein Physical Balance is less than corresponding Ledger (Book) Balance. No
further details are to be entered by User for items taken for Stock Verification wherein Physical
Balance is more than or equal to Ledger (Book) Balance. On clicking Submit Button, if everything is
in order, user will get a confirmation message Draft Stock Verification Details Saved on his Screen.
16.4 Draft Stock Verification Details for Accounts Stock Verification saved as per Para 16.3 above, will
now be available under Drafts by Me Tab, which shows List of Draft Stock Verifications as under:
Figures in brackets under Action Header indicates no. of items in Draft Stock Verification Details.
16.5 Details of Draft Stock Verification can be seen by clicking icon (Draft Stock Verification Detail)
under Action Header against selected Stock Verification ID on above Screen as under:

User Depot Module
Any item appearing in the above Draft Stock Verification Details can be deleted by clicking icon
appearing in Red colour against that item. On clicking Forward Button on the above Screen. If
everything is in order, this Accounts Stock Verification Detail will get forwarded to concerned Stock
Holder, and User will get a confirmation message Stock Verification Details Successfully Forwarded
to Stock Holder on his Screen.
16.6 Accounts Stock Verification Details forwarded as per Para 16.5 above will now be available to
Accounts User (SV/ISA) in Forwarded by Me Tab as under, which shows List of Accounts Stock
Verifications forwarded by him to various Stock Holders:
Details of Stock Verification ID can be seen by clicking icon (Stock Verification Detail) available
under Action Header against selected Stock Verification ID on the above Screen; when Screen
similar to Para 16.5 above will get opened. Figures in brackets under Action Header indicates no. of
items in Accounts Stock Verification Details.
16.7 Accounts Stock Verification details forwarded to Stock Holder as per Para 16.6 above will now be
available to the concerned Stock Holder under Tab Awaiting My Acknow./Approval, which shows
List of Accounts Stock Verifications forwarded to him by various SVs/ISAs as under:
Details of Stock Verification ID can be seen by clicking icon (Stock Verification Detail) available
under Action Header against selected Stock Verification ID on the above Screen; when following

User Depot Module
Stock Holder has to acknowledge receipt of the Accounts Stock Verifications Details by clicking
Approve / Acknowledge Button. If everything is in order, User will get a confirmation message
Successfully Approved/Acknowledged on his Screen. Now, Acknowledged Accounts Stock
Verification Lists will get converted into Accounts Stock Sheet. Stock Verification results of all items
appearing in the Acknowledged Stock Verification Lists will now be visible in Ledger of the
corresponding item in red colour as well as in DMTR.
16.8 Stock Verification details acknowledged by Stock Holder as per Para 16.7 above will now be visible
to Stock Holder under Tab My Acknow’d./Appd. Cases, which shows List of Stock Verifications
forwarded to him by various SVs/ISAs as under:
Stock Sheet can be viewed by clicking icon (View Stock Sheet) available under Action Header
against selected Stock Sheet No. on the above Screen; when following Screen will get opened:
Voucher No./Date through which these Stock Verifications/Stock Sheets appear in Ledger/DMTR
are shown below Item Description for reference. Accounts Stock Verification Details acknowledged
by Stock Holder as per Para 16.7 above will also be now visible to Accounts User (SV/ISA) under My
Acknow’d./Appd. Cases Tab. Print-out of Stock Sheet can also be taken by using Print Button.
Accounts Stock Sheet Management:

16.9 On clicking Stock Sheet Management Tab on Left side Panel by Stock Holder, following Screen gets
opened with Stock Sheet Clearance Tab selected in default:

User Depot Module
For clearance/closure of Accounts Stock Sheets, User is to select Verification Type: Accounts &
Status: Pending from drop-downs. By default, Verification Type: Accounts& Status of Stock Sheet:
Pending are selected. Railway, Department, user Depot & Sub-Depot fields are pre-selected as per
Profile of concerned User. Default period of last one year is pre-filled which corresponds to Stock
Sheets generated in last one year. User can change this period as per requirement. After making
the selections as per requirement, on clicking Search Button, Stock Sheets meeting search criteria
for the selected period will get displayed on the lower portion of the above Screen as under, from
which user is required to select Accounts Stock Sheet for processing further for clearance/closure:
16.10 Details of selected Accounts Stock Sheet for clearance can be seen by clicking icon (View Stock
Sheet) under Action Header against selected Stock Sheet on Screen at Para 16.9 above; as under:
Figure in brackets under Action Header in Screen at Para 16.9 above indicates no. of items in Stock
Sheet. Stock Sheets for only those items will be generated wherein Shortage(-) / Excess(+) of
Physical (Ground) Balance over Ledger (Book) Balance is detected during Stock Verification.
Wherein no Shortage(-) / Excess(+), no Stock Sheet will be generated. Stock Holder can take print-
out of complete Stock Sheet using Print Button. Also, print-out of individual items of Stock Sheet
User Depot Module
can be taken by clicking Print icon under Action / Forwarded To Column. In support of clarifications
against an item of Stock Sheet, User can upload PDF documents by clicking Select pdf to Upload:
On above Screen, user has to select the file to be upload, by clicking Browse Button and then
Digitally sign it by using his Digital Signature (DSC), when document will get uploaded and its name
as a hyperlink will appear against Documents field below Remarks Box. User can upload more than
one pdf document against an item of Stock Sheet, by repeating these steps. Stock-Holder has to
enter item-wise clarifications on Stock Sheet under Remarks Box. Now, User may directly forward
his Remarks/Clarifications by selecting Officer from drop-down, and click Forward Button when he
will get confirmatory message Remarks on Stock Sheet Forwarded Successfully on Screen.
Alternatively, Stock Holder may save his Draft Remarks by clicking Save Draft Button, when he will
get confirmatory message Draft Remarks on Stock Sheet Saved Successfully on Screen. Stock Sheet
with Draft Remarks can be selected again from Stock Sheet Clearance Tab following same
procedure as mentioned at Para 16.9 above. Then user can update his earlier Draft Remarks and
forward the same to Officer by selecting the officer from drop-down, and click Forward Button.
16.11 Above Accounts Stock Sheet selected for clearance/closure which has been forwarded to Officer for
approval of Remarks/Clarifications as per Para 16.10 above can be seen by Accounts User (SV/ISA)
as well as by the Stock Holder& Main Depot User (if Stock Holder is Sub-Depot User) under Stock
Sheet Clearance Tab by selecting Department, User Depot/Sub-Depot following the same
procedure as mentioned at Para 16.9 above, when following details will be available:

User Depot Module
Uploaded documents can be seen by clicking hyperlinks on name of various uploaded documents
appearing against Documents field. Designation of Officer to whom Stock Sheet has been
forwarded is also shown under Action/ Forwarded To Column.
16.12 Accounts Stock Sheet selected for clearance/closure which has been forwarded to Officer as per
Para 16.10 above will be visible to that Officer under Awaiting My Approval Tab & under
Awaiting Approval/Clearance by Me Tab of Stock Sheet Management Tab on Left Side Panel
which shows all the Stock Sheets forwarded to that Officer for Approval/Closure:
This Stock Sheet can be seen by clicking icon (View Stock Sheet Detail) available under Action
Header against selected Stock Sheet on the above Screen; when following Screen will get opened:
On this Screen, Officer is to write his comments under Remarks Box, tick square Box under Action
Colum and click Forward to Accounts Button to forward it to SV/ISA for closure, when he will get
confirmatory message Remarks on Stock Sheet Forwarded Successfully on Screen. Officer can view
the documents uploaded by Stock Holder by clicking on the Hyperlink on the name of uploaded
document. Before forwarding Stock Sheet to SV/ISA, Officer may take additional clarifications/
documents from Stock Holder and upload the same using his DSC; exactly as per Para 16.10 above.
16.13 Stock Sheet forwarded by Officer to Accounts (SV/ISA) as per Para 16.12 above can be seen by
Stock Holder, Main Depot User (if Stock Holder is Sub-Depot User) & by Officer under Stock Sheet
Clearance Tab following same procedure as at Para 16.9 above, as under:

User Depot Module
Uploaded documents can be seen by clicking hyperlinks on name of various uploaded documents
appearing against Documents field. Designation of Accounts User (SV/ISA) to whom this Stock
Sheet has been forwarded is also shown under Action / Forwarded To Column.
16.14 Accounts Stock Sheet selected for clearance/closure which has been forwarded to Accounts User
(SV/ISA) as per Para 16.13 above will be visible to Accounts User to whom it has been forwarded
under Awaiting Approval/Clearance by Me Tab which shows all the Stock Sheets forwarded to that
Accounts User (SV/ISA) for Closure:
This Stock Sheet can be seen by user by clicking the icon (View Stock Sheet Detail) available
under the Action Header against selected Stock Sheet on the above Screen; when following Screen
will get opened:

User Depot Module
On this Screen, Accounts User (SV/ISA) is to write his comments under Remarks Box, tick square
Box under Action Colum and click Close Stock Sheet Button, when he will get confirmatory message
on his Screen. Accounts User (SV/ISA) can view the documents uploaded by Stock Holder/Officer by
clicking on the Hyperlink on the name of uploaded document. Before closing Stock Sheet, Accounts
User (SV/ISA) may take additional clarifications/documents from Stock Holder/Officer and upload
the same using his DSC following the same steps as followed by Stock Holder for uploading
documents mentioned at Para 16.10 above.
16.15 This Accounts Stock Sheet closed by Accounts User (SV/ISA) as per Para 16.14 above (alongwith the
uploaded documents) can be seen by Officer/Stock Holder / Main Depot User (if Stock Holder is
Sub-Depot User) / Accounts User (SV/ISA) under Stock Sheet Clearance Tab following the same
procedure as mentioned at Para 16.9 above, but after selecting Closed option under Status drop-
down, when following details will be available:

User Depot Module
Uploaded documents can be seen by clicking hyperlinks on name of uploaded documents

appearing against Documents field. Print-out of Stock Sheet can be taken by clicking Print Button.
16.16 List of Pending Accounts Stock Sheets are visible to Accounts User (SV/ISA) under Stock Sheet
Clearance Tab. By selecting a particular pending Accounts Stock Sheet from the List, SV/ISA can
close the same by directly entering his Remarks (based upon Stock Holder’s off-line Clarifications/
Remarks on print-out of Stock Sheet, duly endorsed by Officer) on the lines similar to Para 16.14
above and uploading the same alongwith the supporting documents using his DSC following the
same steps as followed by Stock Holder for uploading documents mentioned at Para 16.10 above.
Departmental Stock Verification:
16.17 Important steps in Departmental Stock Verification & corresponding Stock Sheet Management are:
 Stock Verification by Departmental User of concerned User Depot.
 Approval of Stock Verification Details by Officer of Stock Holder
 Generation of Stock Sheets for items where there is difference [Excess (+) / Deficiency (–)]
between Ledger (Book) Balance & Physical (Ground) Balance
 Furnishing item-wise clarifications by Stock Holder against Stock Sheet
 Approval / Agreement on Stock Holder’s clarifications on Stock Sheet by his officer
 Closure / Finalization of Departmental Stock Sheet
User Depot Module
16.18 When authorized User who is mapped to a particular User Depot (Consignee Code) makes login
into System, Screen similar to the one at Para 16.3 above gets opened on clicking Stock Verification
Tab on Left side Panel, with Initiate/Update Tab selected in default. On this Screen, User’s own
Railway, Department & User Depot are pre-selected (fixed) based upon his own Profile (i.e. User
Depot / Consignee Code to which he is mapped). User has to then select Depot or Sub-Depot from
Sub-Depot drop-down List, wherein all Depots/Sub-Depots having same Consignee Code as the
User are listed. User may select his own Depot/Sub-Depot or any other Depot/Sub-Depot from this
drop-down. He is also required to select the Ledger of selected User Depot / Sub-Depot which he
want to take up for Stock Verification. However, in Field Book Ref. No. field, authority for
Departmental Stock Verification can be entered. Remaining process of selecting the Ledger/Item
and filling-in the requisite details for saving Draft Stock Verification Details for Departmental Stock
Verification is exactly similar to the process for Accounts Stock Verification at Para 16.3 above.
These Draft Stock Verification Details of Departmental Stock Verification will then be available to
User under Drafts by Me Tab, which shows List of his Draft Departmental Stock Verifications. User
can view these details and can delete any item(s) from it; if he wishes so; following the procedure
mentioned at Para 16.4 / 16.5 above, User has to then forward these Draft Stock Verification
Details available as a result of Departmental Stock Verification carried out by him by selecting the
Officer from the Forward To drop-down List and click Forward Button:
On clicking Forward Button on the above Screen, if everything is in order, Verification Detail will get
forwarded to the Officer selected above, and User will get a confirmation message Stock
Verification Details Successfully Forwarded to Officer of his Screen. This will be available to User in
Forwarded by Me Tab, which shows List of Stock Verifications forwarded by him to Officers:
Details of forwarded Departmental Stock Verification Lists can be seen by clicking icon (Stock
Verification Detail) available under Action Header against selected Stock Verification ID on the
above Screen; when following Screen will get opened:

User Depot Module
Stock Holder has option to change the Officer to whom he has earlier forwarded Departmental
Stock Verification List by selecting some other officer from drop-down and click Forward Button.
This option is available till the time forwarded Departmental Stock Verification List has not been
approved by the Officer, to whom it has been forwarded.
16.19 Departmental Stock Verification Details forwarded to Officer as per Para 16.18 above will now be
available to the concerned Officer under Awaiting My Approval Tab & under Awaiting My
Acknow./Approval of Stock Verification Tab on Left Side Panel Tab, which shows List of
Departmental Stock Verifications forwarded to him by various Users; on similar Screens at Para 16.7
above applicable for Accounts Stock Verification Details forwarded by SV/ISA to Stock Holder for
acknowledgement. Officer has to approve Departmental Stock Verifications Details forwarded
received from User by clicking the Approve / Acknowledge Button. If everything is in order, Officer
will get a confirmation message Successfully Approved/Acknowledged on his Screen. Now,
Approved Departmental Stock Verification Lists will get converted into Departmental Stock Sheet.
Stock Verification results of all items appearing in the Approved Stock Verification Lists will now be
visible in Ledger of the corresponding item in red colour as well as in DMTR.
16.20 Departmental Stock Verification Details approved by Officer as per Para 16.19 above will now be
visible to Officer under Tab My Acknow’d./Appd. Cases, which shows List of Departmental Stock
Verifications forwarded to him by various Users; on similar Screens at Para 16.8 above applicable
for Accounts Stock Verification Details acknowledged by Stock Holder. Departmental Stock
Verification Details approved by Officer as per Para 16.19 above will be visible to User who has
done Stock Verification as well as to Stock Holder under My Acknow’d./Appd. Cases Tab.
Departmental Stock Sheet Management:
16.21 On clicking Stock Sheet Management Tab on Left side Panel by Stock Holder, Screen shown below
gets opened with Stock Sheet Clearance Tab selected in default:
For processing Departmental Stock Sheets for clearance/closure, User is required to select
Verification Type: Departmental & Status: Pending from the respective drop-downs. Remaining
User Depot Module
process for selecting Departmental Stock Sheet for further processing for clearance/closure is same
as for Accounts Stock Sheet, mentioned at Para 16.9 above.
16.22 After selecting the Departmental Stock Sheet for processing further for clearance/closure, Stock
Holder has to enter his item-wise clarifications on Departmental Stock Sheet in the Remarks Box on
the Screen shown at Para 16.10 above. User is required to follow exactly the same procedure as
brought out at Para 16.10 above applicable for processing clearance of Accounts Stock Sheet. Stock
Holder may upload the documents in support of his Remarks/Clarifications using his DSC following
the same steps as followed by Stock Holder for uploading documents mentioned at Para 16.10
above.
In Departmental Stock Sheet clearance, Stock Holder’s Remarks/Clarifications will directly get
forwarded to the Officer who has initially approved this Departmental Stock Verification leading to
Departmental Stock Sheet on clicking Forward Button by Stock Holder after filling his item-wise
clarifications on Screen shown at Para 16.10 above. There will not be any requirement of selecting
the Officer from drop-down for forwarding the Remarks/Clarification against Stock Sheet to Officer;
which is required in case of Accounts Stock Sheet. Being a Departmental Stock Sheet, it will be
closed / cleared at the level of the Officer only and there will not be any requirement for sending it
to Accounts User (SV/ISA).
16.23 Selected Departmental Stock Sheet forwarded to Officer for closure/clearance with Stock Holder’s
Remarks/Clarifications as per Para 16.22 above can be seen by Stock Holder as well as by the Main
Depot User (if Stock Holder is Sub-Depot User) under Stock Sheet Clearance Tab by selecting
Verification Type: Departmental following the same procedure as mentioned at Para 16.9 above.
16.24 Selected Departmental Stock Sheet forwarded to Officer for clearance/closure alongwith Stock
Holder’s Remarks/Clarifications as per Para 16.23 above will be visible to Officer to whom it has
been forwarded, under Awaiting Approval/Clearance by Me Tab on Screens similar to shown at
Para 16.14 above. Officer can view the documents uploaded by Stock Holder by clicking on the
Hyperlink on the name of uploaded document. On this Screen, Officer is to write his comments
under Remarks Box, tick square Box under Action Colum and click Close Stock Sheet Button, when
he will get confirmatory message on his Screen. Before closing the Departmental Stock Sheet,
Officer may also take additional clarifications / documents from Stock Holder and upload the same
using his DSC following the same steps as followed by Stock Holder for uploading documents
mentioned at Para 16.10 above.
16.25 Departmental Stock Sheet closed by Officer as per Para 16.24 above (alongwith the uploaded
documents) can be seen by Officer / Stock Holder &Main Depot User (if Stock Holder is Sub-Depot
User) under Stock Sheet Clearance Tab following same procedure as mentioned at Para 16.9 above,
but after selecting Verification Type: Departmental &Status: Closed options under drop-down.
Stock Sheet Summary:

16.26 On clicking Stock Sheet Management Tab on Left side Panel by any User, following Screen gets
opened with Stock Sheet Clearance Tab selected in default. To View/Print the Stock Sheet
Summary, user is required to select Stock Sheet Summary Tab, on the following Screen:

User Depot Module
16.27 On the above Screen; Railway, Department, user Depot & Sub-Depot fields are pre-selected as per
Profile of concerned User if he is a Stock Holder. In case of Officer & Accounts User (SV/ISA), only
Railway & Department fields are pre-selected. Default selection for Verification Type is All (which
can be changed to Accounts or Departmental also) and Period is last six months (which can be
changed by User). After making the selections through drop-downs as per requirement, on clicking
Search Button, User may get Stock Sheet Summary as per selected options for the selected period
on the lower portion of the above Screen as under:
Print-out of this Stock Sheet Summary can be taken by clicking Print Button.
17. Search:
17.1 On clicking Search Tab on Left side Panel, following Screen will get opened with Items Tab selected
in default:

User Depot Module
User can select Railway, Department & User Depot as per his requirement, provide PL
No./Description in the input field and click Search button to find particular item available
throughout Indian Railways’ User Depots who are working on this integrated User Depot Module.
By clicking the (View Contact Details) under Action Header, user can see the contact details of
the User Depot as well as Controlling Officer of the User Depot to enable him contact the
officials/officers in case material is required on assistance. By clicking the icon (View Image)
under Action Header against the item, user can see the image of that item. Icon (View Image)
under Action Header appears only against those items, where user has uploaded the image of item.
17.2 User can click Requisitions (On-Line User Depot) Tab on the Screen shown at Para 17.1 above to
see details of Requisitions placed by him on other On-Line User Depots working on this integrated
User Depot Module as under:
User may select Railway/Department/User Depot through drop-downs and select various Radio
Button Options to see list of Requisitions placed on other On-Line User Depots having status as per
his requirement. User can click icon to View, icon to Print and icon to Drop the
Requisition by selecting the corresponding icons available under Action Header. Default period for
this utility has been fixed as one year i.e. the Requisitions prepared during last one year. However,
user may change this period to view old Requisitions as per his requirement.

User Depot Module
17.3 User can click Requisition (Off-Line User Depot) Tab on the Screen shown at Para 17.1 above to see
details of Requisitions placed by him on Off-Line User Depots not yet working on this integrated
User Depot Module as under:
User may select Railway/Department/User Depot through drop-downs and select various Radio
Button Options to see list of Requisitions placed on Off-Line User Depots having status as per his
requirement. User can click icon to View, icon to Print and icon to Drop the Requisition
by selecting the corresponding icons available under Action Header. Default period for this utility
has been fixed as one year i.e. the Requisitions prepared during last one year. However, user may
change this period to view old Requisitions as per his requirement.
17.4 User can click Pending Acknowledgement Tab on the Screen shown at Para 17.1 above to see
details of Issue Notes wherein receipt of material has not yet been acknowledged by the User
Depot to whom material has been issued as under:
By default, All option will be selected against Railway/User Depot/User Sub-Depot. All Issue Notes
wherein receipt of material has not yet been acknowledged by the User Depot to whom material
has been issued, will be listed in descending order of pendency. User may select Railway/User
Depot/User Sub-Depot through drop-downs to see list of Issue Notes wherein receipt of material
has not yet been acknowledged by the User Depot to whom material has been issued. Facility to
Print this List is also available.
User Depot Module
17.5 User can click Requisitions (Stores Depot) Tab on the Screen shown at Para 17.1 above to see
details of Requisitions [Normal Requisition (S-1313) as well as Imprest (S-1830)] placed by him on
other Stores Depots:
User may select Stores Depot & Requisition Type [Normal Requisition (S-1313) or Imprest (S-1830)]
through drop-downs and select various Radio Button Options to see list of Requisitions placed on
Stores Depots having status as per his requirement. User can click icon to Print, icon to Select
Requisition and icon to Drop/Cancel the Requisition by selecting the corresponding icons
available under Action Header. Default period for this utility has been fixed as two months i.e. the
Requisitions prepared during last two months. However, user may change this period to view old
Requisitions as per his requirement. The Demands against which material issued by Stores Depot
has not yet been accounted for by User Depot are shown in pink background.
17.6 User can click Sanctioned Imprest Detail Tab on the Screen shown at Para 17.1 above to view
following Screen to see List of Stock items for which his Unit is having Sanctioned Imprest with
Stores Depot:
Current Financial Year and Imprest Type as Normal Imprest are pre-selected in default which can be
changed by user as per his requirement. After selecting the Financial Year, Stores Depot and
Imprest Type (Normal Imprest or Scheduled Imprest) as per requirement, user can click Submit
button to view List of Stock items for which his Unit is having Sanctioned Imprest with Stores Depot
as under:

User Depot Module

User Depot Module
18. Reports:
18.1 On clicking Reports Tab on Left side Panel, following Screen will get opened with Summary of Stock
Held Tab selected in default, which shows List of items in a User Depot:
Item having Stock less than Threshold Limit will be shown in Red colour. By default, Railway &
Department of the User will be pre-selected. User Depot/Sub-Depot of Transaction Users mapped
to a Consignee Code will also be pre-selected. Under Item Type drop-down, three options (Vital /
Safety / All) are available with default selection as All while under Item Usage drop-down three
options (Consumable / Other / Any) are available with default selection as Any. User may select
Railway/Department/User Depot/User Sub-Depot/Item Type/Item Usage through drop-downs to
see above position for any On-Line User Depot on Indian Railways, working on this UDM. By clicking
(View Contact Details) under Action Header, user can see contact details of Stock Holder as well
as Controlling Officer of User Depot. By clicking icon (View Image) under Action Header against
the item, user can see image of that item. This icon appears only against those items, where user
has uploaded the image of item. Facility to Print this List or taking Digitally Signed Print is available.
User may export data of Report to MS-Excel by clicking Export to Excel and make further analysis.
18.2 User can click Stock Availability Tab on the Screen shown at Para 18.1 above to get List of items in
a User Depot against following two types of Stock availability criteria:
18.2.1 Stock Availability on AAC basis: This is default Option for this Report, with default input of
Stock <= 3 months requirement based on AAC(no. of months input can be changed by
User) and this option is used to get List of items in User Depot wherein Stock availability is
less than or greater than the no. of months’ requirement based on AAC, as per input:

User Depot Module
18.2.2 Stock Availability on Threshold basis: This is default Option for this Report, with default
input of Stock <= 3 times Threshold Limit (no. of times input can be changed by User) and
this option is used to get List of items in User Depot wherein Stock availability is less than or
greater than the no. of times of the Threshold Limit, as per input given by User:
Selection of Railway/Department/User Depot/User Sub-Depot/Item Type/Item Usage for these

Reports is on the same lines as for the Report Summary of Stock Held referred at Para 18.1 above.
Print/ Digitally Signed Print /Export to Excel facility is also available for these Reports.
18.3 Similarly, User can click Value-wise Stock Availability Tab on the Screen shown at Para 18.1 above
to see List of items in a User Depot wherein Stock availability is less than or greater than the value
input (in Rs.) given by User as under:
Default input of this Report is for Stock Value> Rs.10000, which can be changed by User. Selection
of Railway/Department/User Depot/User Sub-Depot/Item Type/Item Usage for this Report is on
the same lines as for the Report Summary of Stock Held referred at Para 18.1 above. Print/
Digitally Signed Print /Export to Excel facility is also available for this Report.

User Depot Module
18.4 User can click Non-Moving Items Tab on the Screen shown at Para 18.1 above to see List of items in
a User Depot which have not been issued since last no. of months based upon the input given by
User as under:
Default input of this Report is for Items not issued since last 1 months, which can be changed by
User. Selection of Railway/Department/User Depot/User Sub-Depot/Item Type/Item Usage for this
Report is on the same lines as for the Report Summary of Stock Held referred at Para 18.1 above.
Print/ Digitally Signed Print /Export to Excel facility is also available for this Report.
18.5 User can click High Value Items Tab on the Screen shown at Para 18.1 above to see List of top ‘N’
High Value items in a User Depot based upon Stock value (in Rs.) as per input given by the User as
under:
Default input of this Report is for Top 10 High Value Items (as per Stock Value), which can be
changed by User. Selection of Railway/Department/User Depot/User Sub-Depot/Item Type/Item
Usage for this Report is on the same lines as for the Report Summary of Stock Held referred at Para
18.1 above. Print/ Digitally Signed Print /Export to Excel facility is also available for this Report.

User Depot Module
18.6 When User clicks Consumption-wise Summary Tab on the Screen shown at Para 18.1 above,
following Screen is displayed:
This Report can be used to get following two types of Consumption-wise Summary:
 Top ‘N’ High Consumption Value Items: This is default Option for this Report, with default
input of N=10 (which can be changed by User) and this Summary is used to get List of top
‘N’ High Consumption Value items based upon value of Issues to End User (i.e. for self-
Consumption) during the specified period.
 Items having Consumption Value above specified Limit: User may select this Report Type
to get List of items having total value of Issues (in Rs.) to End User (i.e. for self-
Consumption) during the specified period beyond Limit of Consumption Value (in Rs.)
mentioned by him
Default period for these Reports is 6 months from current date which can be changed by User.
Print/ Digitally Signed Print /Export to Excel facility is also available for these Reports.
18.7 User can click Consumption Analysis Tab on the Screen shown at Para 18.1 above to getList of
items for which consumption during a specified period (Current Period)has increased / decreased
over corresponding consumption in another specified period (Previous Period)beyond a specified
Percentage. This Percentage Change is to be selected by User as Increase (+) or Decrease (-) under
Percentage Change drop-down. Default value of Percentage is 20%, which can be changed by user
as per requirement as under:

User Depot Module
Selection of Railway/Department/User Depot/User Sub-Depot/Item Type/Item Usage for this

Report is on the same lines as for the Report Summary of Stock Held referred at Para 18.1 above.
18.8 User can click Shelf-Life / Warranty Analysis Tab on the Screen shown at Para 18.1 above to get
List of the items against following two types of criteria:
18.8.1 Shelf-Life basis: This is default Option for this Report, which can be used to get two types
of Lists of items available in Stock having specified Shelf-Life(in Database) for which:
o Shelf-Life already expired on the date of making this Analysis.
o Shelf-Life going to expire within specified days (default input is 30 days, which can
be changed by User) of making this Analysis.
For this Analysis, Shelf-Life is considered up to the period Accountal Date + Shelf Life.

User Depot Module
18.8.2 Warranty Period basis: User may select this Option to get two different types of Lists of
items available in Stock having specified Warranty Period(in Database) for which:
o Warranty Period already expired on the date of making this Analysis.
o Warranty Period going to expire within specified days (default input is 30 days,
which can be changed by User) of making this Analysis

18.9 User can click Transaction Details Tab on the Screen shown at Para 18.1 above to see Detailed
Transaction (Ledger) of any item in any of the On-Line User Depot in his own Railway that is
working on this integrated User Depot Module; as under:
User may select Department/User Depot/User Sub-Depot through drop-downs and then select
Ledger for the item following the same procedure as mentioned at Para 6.4 / 6.5 above to see
above position for any On-Line User Depot on his Railway. User may change the default period as
per his requirement and click Generate Ledger Button to view details of all transactions of the
selected item during the selected period. Facility to Print this List is also available.

User Depot Module
18.10 User can click Vendor-wise Receipts/Balances Tab on the Screen shown at Para 18.1 above to get
Vendor-wise Receipts / Balances. The default selection is Total Supplied Tab; as shown under:
Default period for this Report is 01 year from current date which can be changed by User. User may
select Zone/Department/User Depot/User Sub-Depot through drop-downs and provide input of
Vendor Name or PL No./Item Code or Description or Make/Brand or PO No. and then click Select
Button to see details as under as per selected options & inputs provided by him:
Facility to Print this statement is also available. On the similar lines, User can click Available in
Stock Tab on the above Screen to get available Stock Position as per selected options & inputs.
18.11 User can click Receipts/Issues Summary Tab on the Screen shown at Para 18.1 above to get Item-
wise Summary of Receipts & Issues in any On-Line User Depot in the specified Period as under:

User Depot Module
Default period for this Report is 90 days (3 months) from current date which can be changed by
User. Selection of Railway/Department/User Depot/User Sub-Depot/Item Type/Item Usage for
these Reports is on the same lines as for the Report Summary of Stock Held referred at Para 18.1
above. Print/ Digitally Signed Print /Export to Excel facility is also available for this Report.
18.12 User can click Receipts/Issues against PO/Contract Tab on the Screen shown at Para 18.1 above to
get Receipt/Issues against a PO/Contract; by selecting Railway from the drop-down (default
selected Railway shall be that of the user who has logged into the System), entering few characters
of PO/Contract No./Vendor Name/Item Description into the field PO/Contract No./Vendor
Name/Item Description and then click the Button View Report:
When selection of Railway is made from drop-down and input is given in field PO/Contract
No./Vendor Name/Item Description, and View Report Button is clicked, matching records will get
populated in the lower portion of Screen as under:
On clicking View Receipt Status Button available under Action Header against selected PO/Contract
on above Screen, Supply Status of the selected PO/Contract will be displayed as under:
Facility to Print this PO/Contract Supply Status is also there. User can also View / Print
Consignment Receipt Details and Rejection Advice / Warranty Claim by clicking the corresponding
icons available in Action Header in the above Screen. On clicking View Issues Details Button
User Depot Module
available under Action Header against selected PO/ Contract on the first Screen shown at Para
18.12 above, details of Issues against the selected PO/Contract will be displayed as under:
Facility to Print this Issue Details is also there.

18.13 User can click Stores Depot Stock Tab on Screen shown at Para 18.1 above to get details of Stock of
any item available in the selected Stores Depot; by selecting Railway from the drop-down (default
selected Railway shall be that of the user who has logged into the System), by entering PL No./few
characters of the Description into the PL No./Description field and then click the Search Button:
User may also select All option under Select Stores Depot drop-down to search the intended item
in all the Stores Depots of the selected Railway. Print/ Digitally Signed Print /Export to Excel facility
is also available for this Report.

User Depot Module
19. User Management & Allotment of Work Area/Functions:

19.1 All Railway Units (Work Centres) are already working on IREPS for tendering work. Concerned
Controlling Officers (HoDs / CWMs / Branch Officers etc.) of such Units generally have privileges to
work as Administrator for their Unit for IREPS related work i.e. all Units have these Admins, who
can create / manage Posts & Users in their Units for working on UDM also. These Admins have to
create User IDs for their Departmental Users (non-gazetted) on UDM’s Production Site (URL:
https:// ireps.gov.in). All officers can log-in into UDM’s Production Site using their existing IREPS’
User ID/ Password / Digital Signature Certificate (DSC), being used by them for tendering work. User
IDs are created by CRIS only for UDM’s Trial Site (URL: https://trial.ireps.gov.in).
Managing & Creating Section / Posts / Users by the Admin Officer of Unit:
19.2 Admin Officer has to log-in into UDM Account on Production Site (URL: https://ireps.gov.in,
selecting Login NEW IMMS (UDM) ) using his User ID / Password / DSC & then click Switch
to IREPS icon available on top Right Hand Side of Home Screen near Log-out button available after
logging-into this UDM:
Now, the following Screen gets opened prompting Officer to attach his DSC & Login:
Admin Officer is now required to attach his own DSC, select his DSC on the subsequent Screen login
and then click Skip button on the Screen that gets opened as under:

User Depot Module
19.3 Now, the following Admin Functions Screen will be available to the Admin Officer:
19.4 Officers/Administrators can create/manage Sections, Posts or Users using Manage Sections,
Manage Posts & Manage Users links on Admin Functions Screen shown at Para 19.3 above.
(a) Manage Section: Any post which is being created must be mapped to some Section of Unit.
While creating a new Post, Admin must map that post to a Section on Add New Post Screen. If
there is no Section, Admin can create a new Section by clicking Manage Section link on Admin
Functions Module Screen and fill-in Section Name & Brief Description and thereafter Sign &
Submit to create a new Section in his Unit.
(b) Creating New Post & Assigning UDM Functions to them: If the intended Post is not there, go to
Manage Posts-Add New Post and then Select Grade & Designation from drop-downs,
provide/update requisite fields and select Material Management Work Area and the functions
there-under. Thereafter Admin has to Sign & Submit to create new post. If the designation
could not be found in drop-down, please contact CRIS. No two posts can have same description.
(c) To Vacate an existing Post: Admin to go to Manage PostsEdit Post Details, Select Grade &
Post of the occupied post which is to be vacated and then click the Edit Tab available in the
bottom position of Screen. The posts which are vacant, will appear in Post drop-down as
Designation (--) while occupied posts will appear in Post drop-down as Designation (email ID /
User ID of user). Basic Details Tab on the subsequent Screen will be selected under default.
Name of the Present Incumbent on the selected Post will be selected as default in Present
Incumbent in the drop-down. Scroll up the drop-down panel of Present Incumbent and select
Vacant appearing at the top of this drop-down list. Admin is to now click Sign & Update button
to vacate the selected Post using his DSC. Now, the post will be vacated and somebody can be
posted on this vacant post.
(d) Creating New User & Posting him on Vacant Post: Admin to go to Manage Users-Add New
User, enter email ID (User ID) of the user and other necessary details of Users and then Select
Grade & Designation of the Post on which the user is to be posted. The Posts which are vacant,
will appear in Designation drop-down as Designation (--) while occupied posts will appear in
Designation drop-down as Designation (email ID / User ID of user).
After selecting Grade & Designation of the vacant Post, Admin is to complete the exercise of
User Creation & its posting using Sign & Submit option utilizing his DSC. User can be posted only
on vacant post. Same User cannot be posted on more than one Post. For posting a newly
created user on a post, Public Key of DSC of user is required by Amin, which can be found
following the below-mentioned steps:

User Depot Module
 Open Internet Explorer, attach user’s DSC in USB Port of your PC, go to Internet Options
appearing at Right Hand Side of Tools icon of Internet Explorer.
 Go to Content  Certificate, select Certificate of user and Click Export on Screen.
 Export Wizard will ask for location where to Export Public Key of DSC of User (default
location is Desktop) and Name/Title to be given to Public Key. After Export is complete,
Public Key will be available on Admin’s PC.
(e) To Post existing User on a Vacant Post: Admin to go to Manage PostsEdit Post Details, Select
Grade & Post of the vacant post on which existing User is to be posted and then click the Edit
Tab available in the bottom position of the Screen. The posts which are vacant, will appear in
Post drop-down as Designation (--) while occupied posts will appear in Post drop-down as
Designation (email ID / User ID of user). Basic Details Tab on the subsequent Screen will be
selected under default. Vacant will be shown as default in Present Incumbent in the drop-down
against the selected vacant Post. Click the drop-down panel of Present Incumbent and select
Name (email ID/User ID) appearing in this drop-down list. The users having same grade as the
vacant post and who are presently not occupying any post, will appear in Present Incumbent
drop-down as Name (email ID/User ID) [--] only while names of users occupying the posts will
appear in Post drop-down as Name (email ID/User ID) [Designation]. Admin is to now click Sign
& Update button to post the existing user on the selected vacant Post using his DSC.
(f) First time Log-in by User: User can now login into UDM using his User ID i.e. email ID on IREPS
site URL: https://ireps.gov.in, selecting Login NEW IMMS (UDM) . For the first time
login, user is required to re-set his password using Change Your Password -> Click here to reset
Password using DSC option available on Left side corner of Login Page Screen:
19.5 Assigning Work Area/UDM Functions to Existing Posts: Concerned officer (JAG & above) or any
other concerned User having Administrator rights or Departmental Administrator can modify
default/existing Work Area/Functions permitted to a particular User, or to the
Administrator/Officer himself. To use this UDM, MMIS/iMMS/Material Management Work Area is
to be necessarily allocated to User. Thereafter, Functions of “User Depot Module” are to be
permitted as per requirement of Unit. For this allotment/modification in Work Area/Functions,
Administrator/Officer needs to click on Manage Posts link on Admin Functions Screen shown at
Para 19.3 above, when following Screen gets opened:

User Depot Module
On the above Screen, Officer/Administrator has to select Edit Post Details Tab and then select
Grade of User from Grade drop-down List & User-ID of the User from the Post drop-down List; and
then click Edit Button on the above Screen, which further gets populated with various details of the
selected User based upon the selected Grade / Post through drop-downs. Vacant Posts will appear
in Post drop-down as Designation (--) while occupied posts will appear in Post drop-down as
Designation (email ID / User ID of user).
19.6 Now following Screen will be available on Officer/Administrator, on which he is required to select
Work Area/Functions Tab to select/allocate iMMS User Work Area and thereafter select/allocate
various Functions to the User (as per requirement) which are available under User Depot Module
sub-heading in iMMS Work Area Box:
After selecting Work Area (iMMS is must for UDM) & Functions as per requirement under iMMS
Work Area Box as per requirement, Administrator/Officer has to click Sign & Update Button and
complete the process of digital signing using his DSC to make this Work Area/Function allocation

User Depot Module
effective for the selected User. Non-Gazetted Posts will be given all functions of UDM by default
while officers will be given functions of Stock Verification & Stock Sheet Management, CRC/CRN &
Advice Note (DS-8). Admin can de-select the functions not to be given to a particular Post
19.7 Consignee Code Mapping: Every User who wishes to make transaction on UDM has to be mapped
to a Consignee Code. However, officers need not be mapped to Consignee Code. Each Consignee
Code can have as many Transaction Users, as one wishes. The first user mapped to a Consignee
Code will be the Main Depot User while other Users mapped to the same Consignee Code will be
Sub-Depot/Sub-Consignee Users (Please refer Para 19.9 below for further details regarding Sub-
Depot/Sub-Consignee). Officer having Admin rights can map Main Depot User to a Consignee Code
by clicking Consignee Mapping link on Admin Functions Screens at Para 19.3 above, when
following Screen will be visible to him:
On this Screen, List of all the Consignee Codes mapped by the Officer is also shown on the Screen.
The vacant Posts, which have been mapped to a Consignee Code, are shown in yellow background.
For mapping a new Consignee Code to a post, Consignee Code is to be entered and thereafter
Proceed Button is to be clicked then additional details will be shown on the above screen as under:
On the above Screen, Officer has to select the post to be mapped against the entered Consignee
Code from the Select Post drop-down and enter Station Code of the Station where the Consignee
User Depot Module
being mapped is located. Thereafter, this exercise of Consignee mapping is to be completed by the
Officer by clicking Sign & Submit Button using his own DSC. If everything is in order, Officer will get
Consignee Mapped Successfully message on his Screen. One Main Depot User can be mapped only
to one Consignee Code. Also, one Consignee Code can be mapped only to one Main Depot User.
Un-mapping the Consignee Code: If an officer has wrongly mapped a Consignee Code, he/she can
un-map the same by clicking icon (Delete) appearing under Action header against that
Consignee Code; when the Post will be released and available for fresh mapping against another
Consignee Code. Also, that Consignee Code will be released for mapping against another Post.
However, this un-mapping option of Consignee Code will be available only till the User mapped
against that Consignee Code and all associated Sub-Depot(s)/Sub-Consignee(s) against that
Consignee Code have not yet opened any Ledger. If a Consignee Code is un-mapped successfully, all
associated Sub-Depot/Sub-Consignee against that Consignee Code get automatically unmapped.
19.8 If someone who has to transact in this UDM as a Main Depot User is not yet mapped to a Consignee
Code (as per Para 19.7 above), and he tries to login into UDM; he will get the following message:
In this case, User needs to approach his Admin Officer or the Main Depot User for necessary
corrective action.
19.9 Initiating Mapping of Sub-Consignee / Sub-Depot Users by Main Depot User: Against a Consignee
Code, one can have as many Transaction Users, as he wishes. The first user mapped to a Consignee
Code will be the Main Depot User while other Users mapped to the same Consignee Code will be
Sub-Depot/Sub-Consignee Users (Please refer Para 19.7 above for Consignee Code mapping of
Main Depot User). Main Depot and Sub-Depot/Sub-Consignee Users will work independently and
will maintain their separate Ledgers etc. Each of the Main Depot/Sub-Depot/Sub-Consignee Users
will be responsible for Receipt/Issue/Accountal etc. of material pertaining to him. The only
commonality among Main Depot User and Sub-Depot/Sub-Consignee Users is that all these will
have same Consignee Code. The Posts/Users manning these Sub-Depot/Sub-Consignee Posts will
also have to be created by the Admin Officer as per Para 19.4 above. To create a sub-Depot/Sub-
Consignee under a Main Depot, (after post of sub-Depot/sub-Consignee User has been created and
User has been posted on that Sub-Depot/Sub-Consignee Post as per Para 19.4 above by the Admin
Officer concerned), Main Depot User has to click Switch to IREPS icon available on top Right Hand
Side of his Home Screen near Log-out button available after logging-into UDM:

User Depot Module
Thereafter user is required to attach his Digital Signature, select his DSC on the subsequent Screen,
click Skip button on the Screen that gets opened as under:
Then user is required to click on two parallel lines shown on the top Right Hand Side of this Screen
near Log-out button and select IMMS, as shown below:
Same Screen similar to above Screen will again get opened on which user has to again click Skip
Button and then click the link Map Sub-Consignee on the following Screen, which gets opened up:
19.10 After clicking Map Sub-Consignee link under General Functions Tab on the above Screen, following
Screen will get opened on which user is required to select sub-Consignee Post under drop-down
and enter Station Code before finally submitting it using his DSC by clicking Sign & Submit Button:
If everything is in order, user will get a message Sub-Consignee mapped successfully on Screen.
User Depot Module
19.11 Approving Mapping of Sub-Consignee / Sub-Depot Users by Admin Officer: To enable Sub-Depot/
Sub-Consignee User to start transacting on UDM, the request of Sub-Depot/Sub-Consignee
mapping initiated by Main Depot User as per Para 19.9/19.10 above has to be approved by the
Admin Officer. To approve Sub-Consignee/Sub-Depot mapping request, officer has to follow steps
at Para 19.2 above to reach Admin Functions Screen:
On the above Admin Functions Screen, Admin Officer is required to click Approve Sub-Consignee
Link when he/she will see the following Screen of Pending Request for Mapping of Sub-Consignee
to approve the Sub-Consignee mapping by selecting the requisite sub-Consignees/Sub-Depot by
ticking the Square Box under Action header using his own DSC by clicking Sign & Submit button:
If everything is in order, Officer will get a message Sub-Consignee approved. Now, Sub-Depot user
can start transacting after changing / re-setting his password using his DSC on the login Page (Para
19.4(f) above refers). Sub-Depots/Sub-Consignees will automatically get mapped to be the same
Consignee Code to which Main Depot User has been mapped.
19.12 If request for mapping of Sub-Depot/Sub-Consignee User has not yet been approved by the Admin
Officer (as per Para 19.11 above) and user tries to login into UDM, he will get following message:
In this case, User needs to approach his Admin Officer or Main Depot User for necessary action.
19.12 Un-mapping the Sub-Depot / Sub-Consignee User: If an officer has wrongly mapped a User as a
Sub-Depot / Sub-Consignee User against a Main Depot User, he/she can un-map the same by
clicking icon (Delete) appearing under Action header against that Sub-Depot / Sub-Consignee
User; when that User/Post will be released and available for fresh mapping against another
User Depot Module
Consignee Code. However, this un-mapping option against a Sub-Depot / Sub-Consignee User will
be available only till that Sub-Depot/Sub-Consignee User has not yet opened any Ledger.
20. On-boarding Status:

20.1 User may view two types of detailed Summary of User Depots (Consignees) on-boarded on this
User Depot Module (UDM) i.e. (i) Department-wise & (ii) Division/Unit-wise by clicking On-
boarding Status Tab on Left side Panel, when following Screen will open in default to show
Department-wise Summary as under:
On the above Screen, Railway of the user who logs-in will be selected by default, which can be
changed by user as per his requirement. Also, Department-wise Summary of on-boarding on this
UDM for All Railways can be seen. Facility to take print-out of this Summary is also available.
20.2 Details of User Depots on-boarded on UDM can be seen by clicking the data appearing under No. of
User Depots Not Yet On-boarded column of the Screen at Para 20.1 above, as under:
Facility to take print-out of above details is also available

User Depot Module
20.3 Department-wise details of User Depots not yet on-boarded on UDM can be seen by clicking the
data appearing under No. of User Depots On-boarded column of the Screen at Para 20.1 above.
20.4 Also, Department-wise details of User Depots on-boarded on UDM but not yet started working can
be seen by clicking the data appearing under No. of User Depots On-boarded but not yet started
working column of the Screen at Para 20.1 above.
20.5 User may view Division/Unit-wise Summary of User Depots (Consignees) on-boarded on this UDM
by clicking Division/Unit-wise Tab on the Screen shown as Para 20.1 above, when following Screen
will open to show the following Division/Unit-wise Summary:
On above Screen, Railway of user who logs-in will be selected by default, which can be changed by
user. Also, Division/Unit-wise Summary of on-boarding on this UDM for All Railways can be seen.
Facility to take print-out of this Summary is also available.
20.6 Division/Unit-wise details of User Depots on-boarded on UDM can be seen by clicking the data
appearing under No. of User Depots On-boarded column of the Screen at Para 20.5 above.
20.7 Division/Unit-wise details of User Depots on-boarded on UDM but not yet started working can be
seen by clicking the data appearing under On-boarded but not yet started working column of the
Screen at Para 20.5 above.

User Depot Module
21. User Support / Helpdesk / On-line Help:

21.1 Users can seek Telephonic Assistance regarding UDM from CRIS Helpdesk on Telephone
Number: 011-23761525 (10 Lines) which is available on all working days (including Saturdays) from
Timings: 08.00 AM to 07.00 PM. This Telephonic support is not available on Sundays and Gazetted
Holidays.
21.2 Users can seek On-line Help using Web-Queries on Website https://ireps.gov.in  Contact
Helpdesk Link or HELPDESK Tab:
On the above Screen, after clicking Helpdesk Link, user is required to click Ask a Question on
the Screen shown below:
After clicking Ask a Question on the above Screen, following Screen of IREPS Query Module will
get opened on which user is required to mention the details of his Query after selecting User Depot
Module in the drop-down of Query Related to (Module):

User Depot Module
After submitting the Query on-line, Query ID will be generated. Reply to query will be sent by e-mail to
the concerned user and the same can also be viewed by him clicking on View Reply to Question Link on
the second Screen above.
22. Disclaimer:
Users may please note that the software is continuously being upgraded and the Pages/ Forms shown or
referred to in this manual may be subject to changes. All stake-holders are advised to keep themselves
updated with the latest changes, by referring to the latest versions of user manuals available on the
website, and by taking note of the messages sent by the website administrator from time to time. Users
should also make themselves fully acquainted with all the available templates/forms, before they submit
their bills. Though every care has been taken to describe the features/ process of the application
accurately, some errors may have crept in inadvertently. In case of any doubt/ discrepancy please contact
helpdesk immediately. No claim shall be entertained from anybody, on account of non-familiarity with the
any of the templates and forms available on this website, or on account of any variation between the
forms/ pages shown in this manual vis-à-vis the forms / pages available in the application.
----End of the Document----

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User Depot Module (UDM) developed by CRIS

Intended benefits of UDM:

Some of the capabilities of UDM:

 Provision for Receipt & Issue on Loan & Assistance basis

Additional Capabilities planned:

Requirements at User End:

User Management & Hand-holding:

Rajesh Tiwari, IRSS

20. On-boarding Status 124-125

21. User Support / Helpdesk / On-Line Help 126-127

22. Disclaimer 127

Manual for User Depot Module (Ver-6.0) Page 2 of 127

User Manual for “User Depot Module” (UDM)

Manual for User Depot Module (Ver-6.0) Page 4 of 127

Manual for User Depot Module (Ver-6.0) Page 5 of 127

Manual for User Depot Module (Ver-6.0) Page 6 of 127

3. DMTR (Daily Material Transaction Report):

Updating / Editing Name of Ledger or Deleting newly created Ledger:

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Details of Items in Folio:

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(B) Summary of Receipt from selected Vendor in selected Period:

(C) Summary of Receipt from selected Stores Depot in selected Period:

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10. Demand Entry:

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