You are on page 1of 36

A Project report About the study of the ‘Operations of S.V. Digitals (Bangalore)’ – Manufacturer of branding elements.

MBA program 2010 – 2012 SHRI JAIRAMBHAI PATEL INSTITUTE OF BUSINESS MANAGEMENT In partial fulfillment of the of the Continuous evaluation system of Semester III of M.B.A. Submitted to Prof. Krunal Joshi (Core faculty – Marketing)

Objectives:To study the sequence of operations being manufacturing and selling branding elements. executed while

Systematic approach / response of a branding company at the initial stage. Showcasing the available options or studying the feasibility options in case of customized requirements of branding elements by clients. Showing the KPI’s on successful establishment of the deal. Making of soft & hard prototypes of the branding elements. Presentation of the soft & hard prototypes to the clients. Receipt of the purchase order and the promo-execution plan from the client. Manufacturing of the promotional elements according to the clients plan followed by the quality audit by client. Dispatch of the promotional elements according to the clients plan. Redressing grievance and dispatch of auxiliary brand elements in case of any damage in transit. Submission of KPI report along with request for payment. Also, sending reminders in case of delay in payments. Proper follow ups as and when needed to ensure customer satisfaction.

-

Approach of a marketing person to present the design of any new element as and when developed.

Systematic approach / response of a branding company at the initial stage.
Initially the necessity of the CLIENT is understood upon their inquiry. Based on the necessity various options such as paper, canvas, Metal based variants are offered. Various options listed below are showcased. Initially 2 Marketing executive from VENDOR visit the Client and present them the gamut of elements available. They also offer customized branding elements. Various print based elements are mentioned below. Leaflets
A printed sheet of paper, sometimes folded, containing information or advertising and usually distributed free

. Brochures are most commonly found at places that tourists frequently visit. such as museums. and tourist information. Brochure racks or stands may suggest visits to amusement parks and other points of interest. major shops.Brochures A brochure (also referred to as a pamphlet) is a type of leaflet.

Tent card Publicity cards in the shape of tents. .

eye-catching sign that hangs from a product or a shelf to draw attention to an item or display.Dangler A small. .

. pvc.Posters A poster is a printed graphic on a piece of paper. Poster mounted to foam core / board. gator board etc. We can cut you poster in custom shapes or have it standing on its own as a free form object.

Streamer A long strip of cloth or paper used for decoration or advertising .

Standee A freestanding cut-out. but often are used distinctly. that communicates a brand's promotional activity or celebrity endorsement. typically made of corrugate. . metal and most often depicting a person or animated character. Standees usually are distributed as one component of a broader display program.

.

Glow sign-board A board displaying the name or logo of a business or product. . In this category the boards are lit using neon or Tube light’s.

Also called a POP or a dump. sometimes made of sturdy cardboard. A box or rack. . that displays books or other merchandise near the cash registers of a retail outlet.Point of purchase display Advertising display placed alongside the merchandise it is promoting or at the checkout area.

cart placed in the center of an aisle or merchandise area.Kiosk A small point of purchase display. fixture. structure. .

they will issue the P. (Request for expenditure) and start manufacturing the materials While the materials are getting ready.Sequence of operations CLIENT conducts meeting to determine the promotional materials required to all of its outlets in each region. CLIENT will prepare the deployment plan and forward it to VENDOR. Once they decide the kind of promotion to be done / the materials to be printed. Ltd. they will take the estimates and the prototype’s or samples from VENDOR. Total Alliance Info Tel Pvt Ltd Total Annapoorna Agencies Pvt. which describes what qty of materials will go to which customer.Tota Distributors Private Limited Total M. against the estimate given by the VENDOR. may be a simple email or a complex pivot table) RDS Name Adilakshmi Mobiles Private Ltd.E. Ones they come up with order. Hereafter referred as an allocation plan. of materials to be sent. Vendor would in-turn issue the R. Total Apex Communication Total Arunsai Communications Pvt Ltd Total Fivestar Trading Total FUSION VOICE SOLUTIONS INDIA Total Gravs Palamoor Sales Pvt Ltd Total Indur Sri Ganesh Telecom PVT LTD Total K.M.F.O.Krishnaswamy Mudaliar Total Moxie Cellular India Private Total Brochures 1565 3130 2285 1195 685 2810 11470 3545 3975 3850 880 1985 Dummy Box 192 376 265 143 85 323 1428 400 470 464 103 248 Poster 242 500 384 192 104 478 1732 618 650 612 146 298 . Apparently. (Allocation contains the customer name and qty. upcoming products / offers. to arrive at this point they analyze previous sales data.N. it may have any form.

If the materials being sent are metal objects or material exceeds 5 kg then the same should be packaged using at least CRAFT-type 5 ply Carton. Brittle materials such as glass.type 3 ply Carton. an Umbrella or an arrow pointing towards the sky. CLIENT then sends the RDS’s contact details to the vendor (It contains RDS name. 2. E. 5. 4. Below are the mandates to be followed for proper packaging. CFL bulbs etc should be packaged using thermo-cole or bubble sheets. 1. The vendor has to mention the appropriate marking on the carton for positioning the materials. contact no. Complete address and contact no of the consignee has to be mentioned over the boxes. and TIN no.g. contact no. CLIENT arranges for the pickup and follows up with transporters to get the materials dispatched. If Vendor is New He is required to submit complete address. address. & Tin no. 2. VENDOR submits the dispatch report to CLIENT for further data processing in MIS. VENDOR needs to provide the necessary sales tax forms** required for transit. And a fragile sticker should be pasted over the package. .Upon the VENDOR’s confirmation. If the material is weighing below 5 kg then such things should be packaged using at least CRAFT. Following up with the vendors & arranging dispatches. – It also has color coding [background color for each RDS] which guides the vendor which transporter will cater to which customer – By default it is Pink for SAFEXPRESS and GREEN for BLUE DART) VENDOR packs the materials according to the allocation plan. 3. VENDORS follow up with the transporters and ensure the delivery of all the materials dispatched.

C. . [Please refer the gate-pass format] The format for the same is shown below. should declare the Vendors / Consignor’s complete address Tin no.Gate-pass / D. Consignee’s name address and Tin no. . its value. name of the transporter etc. He should issue three copies for each customer. / gate-pass for all the customers.C. details of materials being sent. VENDOR is required to issue the dully filled D. 2 of them are to be handed over to the transporter along with the materials and the remaining one has to be kept in his record.

Once the VENDOR carries out the dispatch. Also before booking the dispatch. then send it thru SURFACE mode. There is also another mode known as APEX mode. (They were asked to procure the forms. Karnataka & Kerala (the consignee must be registered with LST / CST. of boxes and its approximate weight for each transporter to proceed with booking. Dispatch report formats ARE COMMON FOR ALLMOST THE CLIENTS. electronic goods. it particularly shows the no. special approval has to be sanctioned from CLIENT before sending the materials thru this mode. CLIENT guides the vendor in filling the dispatch report and ask him to fill and send it within 24 hours of dispatch. Precious materials. In case the vendor is new. As per the description (no. and is served by BLUE DART then same should be booked under Domestic priority or courier mode in BLUE DART and if that customer is served by SAFEXPRESS the same has to be booked under SURFACE mode only.) TN – Form JJ (inter-state) Form KK (intra-state) KARKATAKA – Form 505 (inter-state) **Form 515(intra-state) [In case the vendor bills more than 50 lakhs in one month. get the time from vendor by which the materials will be ready. he has to submit the dispatch report. If the boxes weight less than or is equal to 2 kg. of boxes and its approximate weight) given by the vendor for each transporter we will further decide the mode of dispatch. FORM VAT CST – FORM 15 / 16 (Form 27 B) Once guided. ** For TN. he can submit an application in Local sales tax office and can send the materials in FORM 515 instead of 505] AP KERALA – FORM VAT 10. other-wise the vendor will have to attach FORM 16) it’s not mandatory to provide the forms for promotional materials like these. of boxes along with the dimension and details of contents. vendor’s are required to provide the total no. the ‘SURFACE’ mode. whereas it is mandatory for the vendors in AP to attach the necessary forms. SAFEXPRESS provides us only one mode. If the boxes are bulky (weighs more than 2 kg). . This mode is available for all the locations served by BLUE DART. high priority materials etc are to be booked under this mode.

we should immediately fill the DAILY PICKUP REPORT and email the booking details to the vendor.M.If Vendor is Old Then the Vendor just needs to provide the no. Organizing dispatch In case the vendor is new. In case the new vendor is temporary CLIENT personnel confirm whether the Vendor is permanent or temporary. Sl no Date Pickup Place and entity Booking time LSP Pickup Cuttoff time Material No of parcels Token no Approx total weight(in Kgs) Booking done by Customer care / Booking agent Dispatch report received date write the reason here From the above mentioned fields everything other than the last 2 columns has to be filled. we may ask respective C. If we have BLUE DART a/c no.R. If the vendor is temporary we can ask C. 3.R. then the particular row should be painted with pink background and reason for cancellation should be written in field named as ‘Write the reason here’ Also we should follow up with the transporter as and when required to complete the dispatch. In case pickup gets cancelled. Once pickup is organized. Ensure the materials are dispatched within the specified deadline. then we can book this pickup under BLUE DART a/c of that particular city. in that particular city where the temporary vendor is located. from SAFEXPRESS to arrange a temporary pickup.M. to organize the pickup. of boxes and its approximate weight to proceed with the booking. In case the new vendor is permanent . Daily pickup report has the following field. in case we don’t have BLUE DART a/c to that particular city.

SAFEXPRESS Contact BLUEDART Contact BLUEDART Customer services manager BLUEDART Executive BLUEDART Warehouse Name – Vendor / Company name Address – Complete address with pin-code Contact person – Contact person at vendor’s premises Phone no – Contact person and his number Email – email ID of the vendor SAFEXPRESS contact – SAFEXPRESS branch who will cater this vendor. Jaideep JUIKg@gmail. of SAFEXPRESS to create the a/c for that particular vendor. once the a/c is created they will revert us the contact details of that particular SAFEXPRESS branch. .R. BLUE DART A/c no – CLIENT mkt a/c no. 9989491055 Email Mr. BLUE DART contact – BLUE DART customer care no. for a particular city in which dispatch will be booked. The same has to be entered into ‘Permanent Vendor list’. for that particular vendor location.com BLUEDART Account no.If the new vendor is permanent then we should ask C.M. Sl no 1 Name ABC PRINTERS Secunderabad Address Contact person Number 9908110000.

Then we should contact that SAFEXPRESS branch and should ask them to go for the pickup. BLUE DART Executive – Dedicated BLUE DART customer care executive for CLIENT marketing. then we can contact the customer service to book the pickup. we should follow up with the transporter and complete the dispatch. BLUE DART warehouse – BLUE DART warehouse contact number. (Refer the token no. to create an a/c for the new vendor. Daily pickup report has the following field. then we should contact BLUE DART C. given by BLUE DART while calling the customer care.\ . Once the a/c no. then the particular row should be painted with pink background and reason for cancellation should be written in field named as ‘Write the reason here’ If needed. If we don’t have an a/c with BLUE DART for that particular city in which the new vendor is located. Once the pickup is booked VENDOR should enter the details into the daily pickup report and email the details for the same CLIENT. is created we can contact BLUE DART customer care to organize the pickup. with BLUE DART for the city in which the new vendor is located.R. If we have an a/c no. Sl no Date Pickup Place and entity Booking time LSP Pickup Cuttoff time Material No of parcels Token no Approx total weight(in Kgs) Booking done by Customer care / Booking agent Dispatch report received date write the reason here From the above mentioned fields everything other than the last 2 columns has to be filled.) In case the pickup gets cancelled immediately paint the background of that booking with pink and write the reason. In case pickup gets cancelled.BLUE DART customer service manager – BLUE DART customer service manager no.M. All the above three and the below 2 details can be collected from Aparna.

We should contact the necessary SAFEX branch and customer care in BLUE DART’s case to organize the pickup. Date – Booking date. Pickup place and entity – Vendor name and location. LSP – Transporter name and Service (In case of BLUE DART) / transporter name and Location (In case of SAFEXPRESS) Materials – Materials being planned to be sent No. Sl no Date Pickup Place and entity Booking time Dispatch report received date LSP Material Customer care / Booking agent No of parcels Token no Approx total weight(in Kgs) Booking done by Pickup Cuttoff time Reason for cancellation From the above mentioned fields everything other than the last 2 columns has to be filled. .Sl no 3 Date 1-Oct10 Pickup Place and entity SHREE OM . Daily pickup report has the following field.DEL Booking time 11:14 Dispatch report received date LSP BLUEDARTSURFACE Pickup Cuttoff time 19:00 Material STANDEE No of parcels 165 Token no 80 Approx total weight(in Kgs) 2700 Booking done by Customer care / Booking agent jay write the reason here TPT NOT ARRIVED In case the vendor is old. Fill the daily pickup report once the booking is done. of parcels – No of boxes Approx total weight – Approximate weight of all the boxes Booking time – Time when the booking was done Pickup cut-off time – Time by when the transporter should reach the vendors place.

The vendor should provide complete dispatch details filling all the columns in the report. sl no Consignee City/District State no. The dispatch report has the following fields. you have to paint that particular row in pink and write the reason of cancellation. Processing the dispatch report. (Press Ctrl + Shift + C to run the macro) and write the reason for cancellation. given by BLUE DART while calling the customer care.Customer care / Booking agent – name of the person whom we contacted Token no – Token no. given by the transporter (Only BLUE DART gives it) Booking done by – Executive from our side.) In case it comes to your notice that the transporter failed to arrive. Then the pickup for that day for that particular transporter should be cancelled in the daily pickup report. of boxes Dimension (LXBXH) in inches Material 1 Qty Material 2 Qty Invoice/Gate pass no Material 3 Qty Awb date Pickup staff name Invoice/ Gate pass date Actual Weight Vehicle In time Invoice/Gate pass value Calculated volumetric weight Vehicle out time Transporter Awb No Consignee – Name of the RDS / Customer to whom the materials are sent City / District – RDS’s city / district . In case pickup gets cancelled. then the particular row should be painted with pink background and reason for cancellation should be written in field named as ‘Write the reason here’ Also we should follow up with the transporter as and when needed. who has done the booking. Despatch report relieved date – The date when you receive the dispatch report for that pickup. (Refer the token no. Reason for cancellation – If the pickup gets cancelled. however special care should be taken while filling some fields. 4.

(If there are more than one box going to a single RDS and if the Dimension is not same. Invoice / Gate-pass value – Gate-pass value Material 1 Qty – Here replace the text ‘Material 1’ with the name of the materials being dispatched from the vendor. it’s not provided by the vendor. 5 different column should be created with the name of the material on it.g. If the dimension is mentioned in Inches then the formulae will be (((Length x Breadth x Height) / 12 x 12 x 12) x 10) x no. of boxes . please refer the below example Invoice/ Gate pass date Invoice/Gate pass value Poster Qty Brochure Qty Banner Qty e. Next the qty being despatched should also be written below that field. (For detailed lookup. of boxes 1 1 Dimension (LXBXH) in inches 26X18X41 40X15X23 Material 1 Qty 250 Material 2 Qty 520 Material 3 Qty 500 Actual weight – Actual weight of a single box for a particular customer. of boxes – No.g. Volumetric weight – It’s a formula. and we have to calculate it.State – State where RDS is located No. then each box should be written in separate row with separate Dimenion and details of the materials going in it) Invoice / Gate-pass no. of boxes If the dimension is mentioned in CM then the formulae will be (((Length x Breadth x Height) / 30 x 30 x 30) x 10) x no. – Gate-pass no. Invoice / Gate-pass date – Gate-pass date. If there are 5 materials to be despatched. for that RDS. please refer old dispatch details sent by vendors) Consignee AMSONS City/District BANGALORE no. e. if sending more than 1 box to a single customer with different dimension. of boxes being sent to that RDS Dimension – Dimension (should be either in CM or Inches) of that particular box being sent to the RDS. how to write.

AWB Date – Date on which the consignment was booked.F4. if the dispatch qty and allocated qty tallies.F4. RDS Name Adilakshmi Mobiles Private Ltd. of materials despatched customer wise with the allocated qty.Any given allocation may have more than 1 dispatch report. Total Apex Communication Total Arunsai Communications Pvt Ltd Total Fivestar Trading Total FUSION VOICE SOLUTIONS INDIA Total Gravs Palamoor Sales Pvt Ltd Total Indur Sri Ganesh Telecom PVT LTD Total K.FIND("X".1))1))*(MID(F4. Transporter / Booking staff name – The person who booked the c’ment. / Docket / Consignment no. Once we receive the dispatch report we should follow the below steps. it depends how in how many sessions the allocation has been completed.R. (Refer the below example).F4. Ltd.F4.FIND("X".1)-1))*(MID(F4.FIND("X".1)+1)+1. color the background of the allocation qty with green.LEN(F4)FIND("X". (FIND("X".F4. Note: . Tally the qty.F4. – Airway bill / L. =((MID(F4.F4.FIND("X". issued by the particular transporter.FIND("X". Total Alliance Info Tel Pvt Ltd Total Annapoorna Agencies Pvt.F4.F4.1)+1)))/(30*30*30))*10*E4 Where ‘F’ refers to the field where Dimension in CM is mentioned and ‘E’ refers to the field where No. you are suggested to use it instead calculating it manually. 1.FIND("X". Vehicle in time – Time by which the vehicle entered the vendor’s premises Vehicle out time – Time by which the vehicle left the vendor’s premises.1)+1. Transporter – Name of the transporter AWB no. of boxes is mentioned.Tota Distributors Private Limited Total Brochures 1565 3130 2285 1195 685 2810 11470 3545 3975 3850 Dummy Box 192 376 265 143 85 323 1428 400 470 464 Poster 242 500 384 192 104 478 1732 618 650 612 .To ease this process below formulae has been created.1.1)+1)-FIND("X".

may be it’s a typing mistake. not repeated). there can be many dispatch reports. (Please note that qty of posters sent to 3 of the customers in the above table is less) In such cases we should contact the vendor. RDS location type and RDS type from the file know as ‘Transit time’. Invoice Date Invoice Value No. Next. RDS type and transporter who caters for a particular location. location type. refer the above page). but please note that there will be only one ‘MIS’ report in any given allocation. Origin POD Date Same Day / Next Day Vehicle In-Time Vehicle OutTime Delivery Cut-Off Success / Failure Service Level REMARKS Reason for delay . are unique or not (i. MIS – Our Management Information Service report has the below mentioned fields. We should also check whether the AWB no. ## – Details mentioned in dispatched report. Model no.e.In case the qty doesn’t tally paint the background in yellow. 3. Note: . we should create a sheet in the respective allocation file to paste the dispatch details. Once the transit time and other details are copied into the dispatch report. transit time. That file contains the transit time (Time taken by transporter to move the materials from any given place to another). 2. He in-turn instructs us the alternate action. of Pcs Transit Time Actual Weight Volumetric weight Charged weight LSP AWB NO Date EDD Mode Status fr. Processing the MIS report. Destination State [Region] / [DirectAccess / OutsideDirectAccess] Invoice No. Date Mkt w/h Type Customer Category Sl no. if still not solved we should ask the vendor to send the remaining qty In case the vendor doesn’t have the materials we should contact CLIENT official who made this allocation and should inform him regarding the deviation. 5. Once the dispatch details are copied into the allocation.Although in particular allocation file. we should calculate the Volumetric weight (pls. we should proceed with ‘MIS’ report for that particular allocation.

in MIS the no. same as AWB date ## Mkt W/H – Entity who dispatched the materials / Vendor’s name / Consignor’s name Type – Type of customer. of rows for a single customer depends upon the no. provided all the materials being sent are of a single allocation. – Model number of the material mentioned in the field ‘Category’ Destination – City / location of the customer / RDS / Consignee State – State where the customer / RDS / Consignee is located ## ## Region & DA / ODA – Region where it is being dispatched and the type of location where the customer is located. Suppose there are 2 allocations having 2 materials in each of them for 3 RDS in Karnataka. Volumetric weight & Charged weight all the other details will be repeated [for more details please refer old MIS files]) ## Model no. of materials sent to that customer in a single docket / AWB no. then he had to represent the same separately for each customer in the dispatch report. we have to write RDS and all the remaining consignees / customers we should write NON-RDS) ## Customer – Customer / RDS / Consignee name ## Category – Material name (In case there are more than one material sent to a single customer booked in the same docket then multiple rows have to be created.Hand over Cutoff Status 0RDER CUTOFF Cutoff MET (Y/N) ORDER RECT DEL POD Freight Charges Next we will discuss about various field in the ‘MIS’ report. Actual weight. other than Invoice value. . (For all the RDS. SL no – serial number ## Date – date of dispatch. In the same way. Although it is for the same 3 customers. of materials for a single customer in a single docket. the vendor has to book the first allocation having 2 materials in 3 separate dockets for 3 RDS and another 3 separate dockets for the 2nd allocation having the remaining 2 materials. Vendors are advised to send maximum no. We saw that. which is ready to be dispatched. if the vendor had sent the materials in more than one box having different dimensions.

of pcs – Qty of material sent to the customer ## ## ## Transit time – Can be fetched from the Transit time file we have. In case new customers are added get the location type and transit time from the transporter who caters for the particular location. ## Invoice / Gate-pass no – Gate-pass / Invoice number Invoice / Gate-pass date – Gate-pass / Invoice date Invoice / Gate-pass value – Gate-pass / Invoice value No. for the remaining modes which are rarely used we can get the details from the transporter. Awb no. in case of SAFEXPRESS we can get the details from their MIS report sent by SAFEX officials. Status from origin – If a consignment is issued then the status will be ‘DESPATCHED’ otherwise it will be pending.E. ## LSP – Transporter name. Date – Date on which consignment was booked / date of dispatch. ## Actual weight – actual weight of all the boxes booked under a particular consignment.g. In that file the transit time for only one mode i. ## ## EDD – It’s the sum of the date of dispatch. If the customer is located in an area where the transporter has direct connectivity such as Bangalore then you should write ‘SOUTH / DA’ means the customer is in direct-access location in South India. transit time plus 1 extra day (This 1 extra day compensates the connectivity delay). . it means the customer is located in outside direct-access location.e. And if the customer is located in some remote area where the transporter uses third party to deliver the materials then such location will be called ‘SOUTH / ODA’. ## Volumetric weight – Formula for the same is specified above. – Consignment number provided by the transporter. can be fetched from web-site while tracking (IN BLUE DART case). Has to be copied from dispatch report. ‘SURFACE MODE’ is mentioned. ‘APEX’ & ‘Domestic Priority’. Charged weight – Weight charged by the transporter for a particular consignment. The consignment has to be delivered within this date else the reason has to be provided in the column ‘Reason for delay’ Date of dispatch + Transit time (in days) + 1 Mode – Mode of transport (BLUE DART –has 3 modes – ‘SURFACE’.

Accident / traffic Jam Case . the same is given over the web-site. In case the transporter has not provided the reason then probe him and by the time he gives the reason. else it is delayed. =IF(X2<>"". SAFEXPRESS provides the same in its MIS."PENDING") Where ‘S’ is the field where consignment no. Vehicle out-time – The time by which the vehicle left the vendors premises.Self explanatory . Reason . then write the reason for delay. ‘T’ is dispatch date and ‘U’ is EDD Remarks – Name of the recipient (SAFEXPRESS doesn’t provide this detail) Reason for delay – In case the consignment is not delivered within the EDD / the service level shows positive values. In case of BLUE DART. In case of Blue dart can be traced from Blue dart web-site."IN TRANSIT") Where field ‘X’ is delivery date Service level – (Delivery date – EDD). if SAFEXPRESS the delivery date is mentioned in the MIS report sent by SAFEXPRESS on every evening."WRONG".In case the EDD falls on Sunday / Holiday . SAFEXPRESS – SAFEX doesn’t provide delivery time) Success failure – If delivery date is present then the below formula will yield ‘DELIVERED’ else it will show ‘IN TRANSIT’. ## Vehicle in-time – The time by which the vehicle reached the vendor premises. you can write ‘DELIVERY DELAYED BY TPT / AWAITING STATUS’ Other common reasons for delay are mentioned below.EDD on Sunday / holiday . POD date – Proof of Delivery date or Delivery date.X2-U2) Where field ‘X’ is delivery date.=IF(AND(S2<>"". is mentioned and ‘T’ is the field where dispatch / booking date is mentioned."DELIVERED". In case it shows positive values then enter the reason in ‘Reason for delay’ column. =IF(X2<T2."DISPATCHED". if it yield less than or equal to zero then the consignment is delivered in time. (BLUE DART – can be fetched from web-site.T2<>""). ## Delivery cut-off – Delivery time.

In case delivery is delayed due to tpt’s mistake . and S2:S3 is the range of AWB / Consignment number and S2 is the search key. Status – Not to be written by us.Address provided incorrect . ------------------------------------------------------------------------------------------------------Same day / Next day – Use the below formula. =COUNTIF(S2:S3. please ignore. it calculates how much days were taken to deliver the consignment.Happens in rare case. . earth quake or any such natural disaster .In case the vehicle arrived late .Flood. provide the contact details to the transporter immediately.Consignment misrouted . it shows how many times a particular docket has been repeated in reducing order. probe transporter and ask for immediate action. please ignore. We will replace the ‘S3’ in the above formula with the total no.Consignee closed .Self explanatory . please ignore. Order Rect – Not to be written by us. Del – Not to be written by us. ."". please ignore. =IF(X2-T2<0.S2) Where field ‘S’ is docket / AWB date.Self explanatory. Order cut-off – Not to be written by us.Delivery delayed by tpt . of rows in the MIS. This is different from transit time. Cut-off MET (Y/N) – Not to be written by us.Late arrival at destination .ODA location / delivery delayed .Partially delivered .Delay due to uncontrollable factors . please ignore.In case of ODA location.. POD – Use the below formula. please ignore. please ignore. provide the correct contact details to the transporter . Freight charges – Not to be written by us. .Can be due to incorrect pin-code.X2-T2) Handover cut-off – Not to be written by us.

if yes we should paint that particular RDS details in green in the RDS file. Next we should include these details into the RDS file of that particular state. Apart from this. Once you update these records. Always keep a practice of sharing the updated details with all our counterparts. 6. Next we should get the below mentioned details for that RDS and enter the same into transit time file. The consignment value will be debited from the monthly transporter bill by our accounts department. Tin no. confirm the given address. In case the consignment is lost then ask the transporter to give the reason and mention the same in the MIS. ADDING DETAILS FOR A NEW CUSTOMER INTO RECORDS If a new customer / RDS are introduced we shall be intimated from our CLIENT counterpart in that state. RDS SAMRAT BUSINESS INDIA PVT LTD Service with BLUEDART / SAFEXPRESS YES / YES Transit time from New Delhi** 5 City / District HYDERABAD Transit time from Bangalore 2 Pincode 500016 Routed by BLUEDART Transit time from Chennai 2 Location SOUTH / DA Transit time from Hyderabad** 1 Transit time from Mumbai** 3 Transit time from Cochin 6 . Consolidated MIS is a file where the MIS details for all the allocation in a given month is copied. immediately send it to all the active vendors and RAS-Delhi officials. pin code. Then you have to track those dockets in daily basis until they are delivered / lost.Once you receive the complete dispatch details for a particular allocation and you process the MIS for that allocation then immediately send the reports to the CLIENT officials associated with the particular state / allocation. Immediately we should call the new RDS. E. so we should paint the background with pink. we have to send consolidated MIS report on daily basis to all the CLIENT officials in SOUTH. Next we should contact BLUE DART to see whether they can serve for that particular location.g. and contact nos. else that location will be served by SAFEXPRESS.

RDS – Name of the RDS / customer City / District – location of the RDS Pin code – RDS location pin code Routed by – Transporter who will serve this RDS Location – SOUTH / DA or SOUTH / ODA (Have to contact transporter to know this detail) Service with BLUE DART / SAFEXPRESS – If both can serve a location we should write YES / YES. Status – If the customer is active enter ‘ACTIVE’.TYPE RDS STATUS ACTIVE Once you determine who will serve the new location. While filling the MIS report. ‘Region & Direct access / Outside direct access’ and ‘Transit time’. *Transit time from Chennai – You can ask the transporter to give these details. -------------------------------------------------------------------------------------------------*Transit time from Bangalore – You can ask the transporter to give these details. Type – If the customer is a RDS then enter GSM-RDS else NON-RDS. you can refer the above described ‘Transit time’ file to get the details for the columns such as ‘Type’ / ‘Customer Type’. *All the transit time mentioned in this file is for ‘SURFACE’ mode. *Transit time from Hyderabad – You can ask the transporter to give these details. . *Transit time from Mumbai – You can ask the transporter to give these details. *Transit time from Cochin – You can ask the transporter to give these details. then you have to fill the details in the above report. (Safexpress serves almost all the locations in INDIA). *Transit time from Delhi – You can ask the transporter to give these details.

Normally safex will send the softcopy of the details in EXCEL file. if not then ask the particular vendor who booked the docket and get the despatch report. We have to compare those dockets with the dockets mentioned in our MIS. create a column name it as region. write ‘SOUTH’ under the column region for all the dockets meant for SOUTH.00 FREIGHT 120 S. 20218532 DATE 8/4/2009 DESTINATION VILLUPURAM PKT 1 WEIGHT 10 REMARKS N/A NETWORK COVERAGE RATE 12. TAX 12 ODA SOUTH YES VALID / INVALI D VALID Next. Refer the below table S. add it into the Consolidated MIS and validate the dockets of the SAFEX. BANGALORE-25. CHENNAI-18 etc. one by one you will search the docket in your MIS. If the vendor says’ he has not booked the dockets. BILLING / MONTHLY VALIDATION OF DOCKETS Monthly once our counterparts in Delhi will send us a list of dockets booked in a particular month. Once you get the despatch details for the missing dockets. If you are unable to get the docket details in your MIS and the dockets were sent to a valid CLIENT customer then you will have to put remarks besides the validation column as ‘AWB NOT FOUND IN OUR MIS BUT SENT TO A VALID CUSTOMER’. Currently we deal with 2 transporters – SAFEXPRESS & BLUE DART. if you find the docket billed by SAFEX in your MIS then the docket is validated. Create another column besides column ‘REGION’ name it as ‘VALID / INVALID’ and another column besides it. NO.7. . The first sheet may contain consolidated bill amount summary of the total bill And the next sheet will address the docket booked in credit basis (Dockets booked at the premises of permanent vendors will be visible here) details row-wise for each booking location. We will have to validate the dockets for the booking locations of SOUTH such as BANGALORE – 21. check whether it is a valid CLIENT customer. 1 WBILL NO. name it as ‘REMARKS’. Filter the dockets meant for SOUTH. then check to whom the materials have been sent.

Hyderabad 046900). create a column name it as region. write ‘SOUTH’ under the column region for all the dockets meant for SOUTH.00 144 189 45 The first field / column shows the a/c no. name it as ‘REMARKS’. 1 2 3 4 WBILL NO. Create another column besides column ‘REGION’ name it as ‘VALID / INVALID’ and another column besides it.00 Nfs amt 0 Total 12.105. The format will be as follows Code 74756 74756 74756 74756 Are BLR BLR BLR BLR P E E E E Awb 50089890992 50091150351 50091150362 50091150373 Pickup 1-Aug09 4-Aug09 4-Aug09 4-Aug09 Dst COK TRV TRR TUM Wgt 1345 16 21 5 Freight 12. Filter the dockets meant for SOUTH (Bangalore: 074756.00 144 189 45 Nfs amt 0 0 0 0 Total 12. NO. Chennai 097554.S. / location code / city .105. ------------------------------------------------------------------------------------------------------Unlike SAFEXPRESS BLUE DART sends the softcopy of its bill in a single excel sheet.00 12. 20218532 20218533 20218534 20218535 DATE 8/4/2009 8/4/2009 8/4/2009 8/4/2009 DESTINATION VILLUPURAM SHIMOGA HASSAN GULBARGA PKT 1 1 1 1 WEIGHT 10 10 10 10 REMARKS NETWORK COVERAGE RATE 12. where it was booked.105.00 .105.00 12. Refer the below table Code 74756 Are BLR P E Awb 50089890992 Pickup 1-Aug09 Dst COK Wgt 1345 Freight 12.00 12.00 FREIGHT 120 120 120 120 S. TAX 12 12 12 13 ODA ODA ODA ODA SOUTH YES YES YES YES VALID / INVALI D VALID VALID VALID INVALI D N/A N/A N/A AWB NOT FOUND IN OUR MIS BUT SENT TO A VALID CLIENT CUSTOMER If the docket booked by SAFEX is not for a valid customer then declare it as ‘INVALID’.

8. if you find the docket billed by BLUE DART in your MIS then the docket is validated. If you are unable to get the docket details in your MIS and the dockets were sent to a valid CLIENT customer then you will have to put remarks besides the validation column as ‘AWB NOT FOUND IN OUR MIS BUT SENT TO A VALID CUSTOMER’. Once you get the despatch details for the missing dockets. in which they will include complete details for the dockets. If the docket booked by BLUE DART is not for a valid customer then declare it as ‘INVALID’. . Their MIS format is very much similar to our format. one by one you will search the docket in your MIS. delivery date and reason for delay in case the c’ment gets delayed. check whether it is a valid CLIENT customer. then check to whom the materials have been sent. If the vendor says’ he has not booked the dockets. add it into the Consolidated MIS and validate the dockets of the BLUE DART.SOUTH YES VALID / INVALI D VALID REMARKS N/A Next. you can take details such as charged weight. if not then ask the particular vendor who booked the docket and get the despatch report. TRACING SAFEXPRESS DOCKETS Every evening safexpress sends us a report known as MIS report.

BLUE DART provides unique services. To check a docket and to retrieve the scanned copy of POD.9. checking transit time etc. There are multiple uses of its web site such as tracking dockets. one of the speciality for its regular customer is its WEB SITE. USING BLUE DART WEB SITE. . checking availability of service. just enter the docket no and press enter. Unlike other transporter..

location and most importantly remarks if the shipment is delayed. Once you login and track the same docket. consignee name.END---------------------------------------------------------------------------------------------------------------------------------------------------- . click here To login into BLUE DART web site enter the username and password. It will contain more details such charged weight. To view the scanned copy of the proof of delivery copy. -------------------------------------------------. the result will be different.Once you press enter you will get the delivery details.