Warehouse Management System (WAMS) (Version …. Cost Center Details Screen: - EIL engineering...
Transcript of Warehouse Management System (WAMS) (Version …. Cost Center Details Screen: - EIL engineering...
0 20/01/2012 For Implementat ion S Khalkho NK Ghosh DK Kakkar
Rev. No Date Purpose Prepared by Reviewed by Approved by
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User Manual
Warehouse Management System
(WAMS)
(Version 2.0)
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INDEX 1. INTRODUCTION : ................................................................................................................ 3 2. FEATURES : ......................................................................................................................... 3
3. SYSTEM REQUIREMENT : ............................................................................................... 3 4. BRIEF SYSTEM DETAILS : .............................................................................................. 4
5. OPERATING DETAILS ....................................................................................................... 5 6. ERROR MESSAGES ......................................................................................................... 59
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1. INTRODUCTION :
Warehouse Management System (WAMS) caters to the warehousing needs of
construction project sites. The site warehouse is responsible for receiving the
material from the supplier, storing it and issuing it to the various contractors. The
warehouse maintains various registers for the receipt and issues of material at
site. All transactions such as Material Receipts, Material Issues, Material
Returns, Stock Transferred are taken care of in a modular way.
Over a period of time, the requirements of site warehouse have increased.
However, necessity has been felt time and again to develop a broad-based
computerized system catering to the needs of site warehouse in an integrated
manner and having transparent interfaces with other applications/entities.
Warehouse Management System (WAMS) is a web base application which
caters to the warehousing needs of construction project sites
2. FEATURES :
Web based system
The package is designed in a simple modular way.
The modules are self-explanatory.
The package is developed by using ORACLE Relational Database
Management System (RDBMS). Relational database approach represents
various data elements of the system in the form of normalized relations and
conventional files are termed as tables with the key elements and its
attributes forming contents of the tables.
Database approach helps in the integrity consistency and security of the data
and avoids redundancy.
The package can handle large volume of data.
One point data entry system is provided which is carried over in the relevant
modules.
3. SYSTEM REQUIREMENT :
HARDWARE :
Minimum P-IV or higher with Windows XP or higher Operating System. -
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Minimum 1 GB of Random Access Memory (RAM).
Minimum 50 GB of Hard Disk Capacity to store data & program files.
Laser Printer.
SOFTWARE :
Internet Explorer 7 and above and Acrobat Reader 5.0 and above.
Internet / intranet connectivity
4. BRIEF SYSTEM DETAILS :
Warehouse Management System (WAMS) caters to the warehousing needs of
construction project sites. The site warehouse is responsible for receiving the
material from the supplier, storing it and issuing it to the various contractors. The
warehouse maintains various registers for the receipt and issues of material at
site. All transactions such as Material Receipts, Material Issues, Material
Returns, Stock Transferred are taken care of in a modular way.
Web address in the web browser
http://www.eil.co.in/wams/
Overall Block Diagram
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5. OPERATING DETAILS:
To start the application user has to type the following web address in the web
browser
http://www.eil.co.in/wams/
Once user types the above address, a web page will appear as shown below.
To Login, User has to use his/her EIL Employee No. as user Id and EILDC Domain
Password as Password. Here the user will be checked for his Job No/s authorized by
RCM in the system. If the user is authorized for more than one Job No then the Job
Selection screen will appear.
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Here the user has to select the Job No. on which he/she wants to work. After selection
of Job No or in case the user is authorized for only one job the user will be directed to
the start page of the selected/authorized Job No where the basic statistics of the project
will be displayed.
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Now the user can proceed by using various options as given in the Main Menu which
consists of following menu items:
Admin: -
Directories
Import PO Data From IPMS
Import Indent Data From COSMAS
Data Base Tuning
Switch to Another Job No
User Authorization
Change Password
Transaction Log
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Transaction Date Change
Transactions
Purchase Order (PO)
Dispatch Advice log (DA Log)
Daily Receipts Register (DRR)
Material Receipt Register (MRR)
Material Receipt (Accessories)
Material Issue Voucher (MIV)
Material Issue (Accessories)
Material Return Voucher (MRV)
Stock Transfer Voucher (STV)
Gate Pass
Edit Data
Purchase Order (PO)
Dispatch Advice log (DA Log)
Daily Receipts Register (DRR)
Material Receipt Register (MRR)
Material Issue Voucher (MIV)
Material Return Voucher (MRV)
Stock Transfer Voucher (STV)
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Reports
Item Detail
Category wise Material Status
Vendor wise Order Status
Purchase Order
IRN Status
Dispatch Advice log (DA Log)
Daily Receipts Register (DRR)
Material Receipt Register (MRR)
Material Issue Voucher (MIV)
Material Return Voucher (MRV)
Stock Transfer Voucher (STV)
Bin Card
Stock Status
Over Short Rejected Damaged (OSRD)
Over Short Rejected Damaged Summary (OSRD)
Insurance Declaration
Job wise PO Status
Pending Logs
Consolidated Material In Transit
PO Detail
Item List
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Vendor List
Contractor List
Contractor wise Item Detail
Project Specific Report
Drum Report
Stock Verification Sheet
Form ST-38 Status
Sales Tax Return Status
Excel output of FIN/MRIR
Stores Ledger with Value
Excel Output for Transactions
User Manual
FAQ’s
Any option can be selected by clicking on it.
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ADMIN:-
1. Directories:-
User can Enter/View the Job Details, Vendor Details, Contractor Details, Cost
Center, Item Details and Distribution List Details manually in the respective screens.
This can be done by choosing first option Directories from the Admin Menu. The
Directories is designed in a tab canvas. The screens are shown below.
A. Job Details Screen: - Job details are entered through this screen. User can
also view the existing job details by selecting the desired Job No after
pressing the down arrow push button.
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B. Vendor Details Screen: - Vendor details are entered through this screen.
User can also view the existing vendor details by selecting the desired
Vendor Code after pressing the down arrow push button.
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C. Contractor Details Screen: - Contractor details are entered through this
screen. User can also view the existing contractor details by selecting the
desired Contractor Code after pressing the down arrow push button.
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D. Cost Center Details Screen: - EIL engineering department has categorized
each items (like piping items, electrical items, civil and structure work, pumps,
columns, instrumentation items etc) against a class and each class has
divided into different - different subclass / cost center ( like for piping items –
Pipes, Valves, Flanges, Fittings etc). Cost Centre details are entered through
this screen. User can also view the existing Cost Centre details by selecting
the desired Cost Center after pressing the down arrow push button.
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E. Item Details Screen: - Item details (Item Code, Description, Unit of
Measurement and Client Code) are entered through this screen. User can
also view the existing Item details by selecting the desired Item Code after
pressing the down arrow push button.
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F. Distribution List Details Screen: - On this screen report distribution list is to
be specified. This list will appear at the end of the respective report. User can
also view the existing distribution details by selecting the desired report from
Report Type drop down list.
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2. Import PO Data From IPMS:-
This screen is used to Import Purchase Orders, raised by head office, from IPMS
(Integrated Procurement Monitoring System). User has to click on the Update WAMS
Data button to import PO Data from IPMS for the logged on Job.
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3. Import Indent Data From COSMAS:-
This screen is used to Import Indent data from COSMAS. This screen is applicable
where COSMAS is used at construction site. User has to click on the Update Indent
Data button to import Indent Data from COSMAS for logged on Job.
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4. Data Base Tuning:-
User can run Database Tuning module only if user are finding any discrepancy in the
entered data or stock of any Job No. The logged-on Job No will appear automatically in
the Job No. field. User has to click the Tune DataBase push button.
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5. User Authorization:- (Only for site RCM)
All RCMs are authorized to use this application website for their concerned construction
sites by default. The site RCM is further responsible for managing the roles of
warehouse employees to use this website.
Here RCM can Add/Edit/Delete the role of any employee of his site for the use of this
application website. For Addition of new Site Employee RCM has to click on Add New
Employee link button. After that a Pop-Up will appear on the screen showing all the
employees of the Logged-In Job No. There RCM will select the roles (Administrator,
Data Entry Operator and Report Viewer) for the employee as the case may be and then
click the Submit button to save the selected choice.
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For Addition of new Non-Site Employee, only for Report Viewing purpose, RCM has to
enter the Employee No in the Enter Employee No Textbox under the heading “Add Non-
Site Employee For Report Viewing Purpose Only” and then press Add Employee Push
button.
Explanation of different Roles:-
1. Administrator :- Authorized for the Data Entry, Edit and Delete of various
material transactions.
2. Data Entry Operator :- Only authorized for the Data Entry of various material
transactions.
3. Report Viewer :- Only authorized for viewing of all the reports generated by the
system.
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6. Change Password:-
This screen is used for changing the Edit/Delete Authorization Password. Can be
accessed only by the user who has Administrator Rights.
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7. Transaction Log:-
This screen is used for viewing the Entry/Edit/Delete Logs of various transactions. The
information of who, when and what will be given here. This is for administrative and
audit purpose only.
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8. Transaction Date Change:-
In this new system the transaction date will be captured automatically as the date of
transaction entry. But for exceptional cases where dates have to be different from entry
date the administrator is authorized to use this screen to change the transaction date.
In this screen the administrator has to first select the type of transaction by the
dropdown list provided there. Then a table will appear for the selected transaction type.
There the administrator has to enter the transaction number and rest of the data will
appear automatically. Here the transaction date can be changed as desired.
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TRANSACTIONS:-
This is used for recording all the transaction details from the time of vendors material
dispatch intimation to the time of material consumption at the construction site.
1. Purchase Order
For any material purchase first of all a Purchase Order (PO) is generated for the Vendor
indicating the desired Material, Quantity and Expected Delivery Date. Usually PO’s are
generated in HO but some time for local purchase they are also generated at
construction site. Through this module the construction site employee can generate the
purchase order.
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2. Dispatch Advice Log register
The first transaction for operation of the Warehouse Management System is to enter the
advance material dispatch intimation details which came from the vendor. Before
entering the Dispatch Advice details, all the inputs such as Job, Vendor, Purchase
Order, LR Detail (Imported from IPMS) must be available to the system. The input data
for this register are Order Details, LR/RR/AWB details, Weights, Challan/Invoice Details
etc.
User can view the all type of LR detail (All LR, Materialized LR, Pending LR and DA Log
Details against Materialized LR) in Reports LR Status before entering dispatch
advice details.
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User can enter the Dispatch Advice Log Details by following the given steps :
1. Select the LR NO through down arrow push button (as shown below) or enter the
LR NO and Date. User can view/select only those LR No , which is not used in
creating Dispatch Advice Log earlier.
2. If user has selected the LR No from the list provided , all data like LR date, PO
details, Carrier, Vendor etc will automatically appear on the respective field.
3. Enter the data in balance fields.
4. User can enter the multiple Invoice Challan Detail against a DA LOG No by
filling the invoice details and clicking Add More Records push button.
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5. Save the record after entering the data by clicking the Save Record push button.
The auto-generated DA Log No will appear in a pop-up window.
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3. Daily Receipts Register (DRR)
The next step is to enter Daily Receipts details on receipt of the material at site. Before
entering the Daily Receipts details, the DA Log should be there in the system for that
material. The input data for this register are Qty Received, Sales tax Data, Transporter
and MHC Bill No etc.
User can enter Daily Receipts details by following the given steps :
1. Select the DA Log NO through down arrow push button which is attached with
DA Log No field. User can view/select the DA Log NO which are not used in any
DRR. All the data for selected DA Log No will automatically appear on the
respective field like DA Log No, PO details , LR No, Carrier, Vendor , Invoice/
challan details etc.
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2. Enter the balance fields (Sales Tax data, Qty received, Location, Billl No’s,
Insurance value etc) on the same screen.
3. Sales tax details will be entered only in case of LSTK Job.
4. Click on DRR Items button for item level entry. Next screen will appear for DRR
Items.
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5. Select the items from the Pop-Up and click the Submit button. The selected item
details will appear on the main screen showing the ordered and previously
challaned quantity. Now enter the challaned quantity.
6. For sub-item level entry, user has to click the Sub Item Details link button
appearing in front of all the items having any sub item.
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7. Save the record after entering the data by clicking the Save Record button.
8. In this screen one can also enter DRR’s for Local Purchase after clicking on the
Local Purchase check box.
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4. Material Receipt Register (MRR)
The next step is to enter Material Receipt details once the material inspection for over,
short, rejection and damage in received material is done by the warehouse person.
Before entering the Material Receipt details, the DRR should be there in the system for
that material. The input data for this register are IRN Details, Qty Accepted and Store
Location etc.
Before entering any new record into the screen user needs to decide the type of MRR
one wants to make. There can be two type of MRR,
A. Single MRR:- MRR is raised for single DRR.
B. Multiple MRR:- MRR is raised for more than one DRR, but of same PO No.
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A. Single MRR :
If user is raising MRR for single DRR then user has to follow the given sequence:
1. Click on Single radio button.
2. Select the DRR No through down arrow push button. User can select/view only
those DRR which is not used in any MRR. All data will automatically appear in
respective field against selected DRR like PO details, LR details, Item Sl. No. ,
Category, Item Code , Item Description, Unit and Quantity Challaned etc.
3. Enter the IRN/IBR details in respective field. More than one IRN No can be
entered using Add More Record button.
4. Enter received and accepted quantity details for all the DRR items.
5. If the item contain sub-item click the link button Sub Item Details and a Pop-Up
will appear for sub-item received quantity and accepted quantity. Enter the
received quantity and accepted quantity and save the record.
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6. If user is putting the received quantity more than the quantity challaned , an alert
message “Received Quantity more than the Challaned Quantity . Do you want to
proceed ..?” will be flashed with yes/no option. The user can proceed but can’t
save the data until OSRD is raised against the MRR.
7. If user is putting the accepted quantity is more than the received quantity ,again
an alert message “Accepted quantity more than the Received Quantity. Do you
want to proceed ..?” will be flashed with yes/no option . But user can not save the
data until OSRD are raised against the MRR.
8. Save the record after entering the data by clicking the Save Record button. If
there is a case of OSRD creation than the system will ask for the OSRD details
on the same screen before saving the MRR record
How to raise the OSRD
1. On clicking of Save Records button if OSRD is to be raised against the entered
data OSRD table will appear on the same page.
2. Now enter the OSRD No, Date, Claim No, Values, Qty Rejected/ Qty Damage ,
Reason etc.
3. Save the record after entering the data by clicking the Save Record button.
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B. Multiple MRR:
If user is raising MRR for multiple DRRs then user has to follow the given sequence:
1. Click on Multiple radio button.
2. Select the Purchase Order through the down arrow push button in Order Details
block.
3. Select the DRR No’s by clicking on Select DRRs push button. A Pop-Up window
will appear showing all the DRR’s which is made against the selected Purchase
Order and are not being used for raising any MRR earlier.
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4. On submiting the DRR No’s all the items of selected DRR’s will appear on the
main screen.
5. Enter received and accepted quantity details for all the items.
6. Save the record after entering the data by clicking the Save Record button.
MRR preparation for Cable Drums:-
1. Follow the above steps up to item selection for any type of MRR.
2. If the item is a cable drum, click the link button Drum Details and a Pop-Up
window will appear. Enter the Drum no, Received and Accepted Quantity details
for all the drums and prsee the Submit push button.
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3. The sum of all the drums will appear on the respective field of the main screen.
4. All the entered drum details will appear in a gridview below the item details. The
user can delete any of the drum record from there by using the delete button.
Also the user can enter addition drum item details by againg clicking the Drum
Details link button.
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5. Save the record after entering the data by clicking the Save Record button.
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5. Material Issue Voucher (MIV)
On this screen the user can issue the received and inspected material to the contractor
for the use at construction site. Before entering in Material issue Voucher MRR and
Indent data (Imported from COSMAS) for that material should be there in the system.
The input data for this voucher are Indent Details (for piping items), Contractor Details,
Stock Qty, Required Qty etc.
If user is raising the MIV then he/she has to to follow the given sequence :
1. Select the issue Material Type by selecting the appropriate radio button.
2. Select the Contractor to which the material is to be issued through the down
arrow push button.
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3. Select/Enter the Indent No. In case of Piping items indent no. is raised from
COSMAS, so it has to be selected through the down arrow push button. In all
other cases indent no. is feed manually. The Pop-Up window will show the list of
all the pending Indents.
4. On selection of inden no all data will automatically appear on the respective field
like Indent No, Contractor Details, Item details and Requested quantity.
5. In case of non piping material items to be issued are selected by clicking on Add
Items push button.
6. Enter the issue quantity for all the selected items.
7. If the stock is not available in the store, a message will flash on the screen.
8. For Pipes �If the Issue Quantity is more than the Indent quantity , a message will
flash “Issue Quantity is more than the Indent Quantity .Is it correct ..?” with
Yes/No option only. If the Issue quantity is more than the total stock , a message
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will flash “Total Stock is 000 and you want to Issue 999 , either change the Issue
quantity or transfer the stock “and user can’t save the record.
9. For other items (Except Pipes) � User can’t enter/issue more than the Indent
quantity. If the Issue quantity is more than the total stock , a message will flash
“Total Stock is 000 and you want to Issue 999 , either change the Issue quantity
or transfer the stock “ and user can’t save the record.
10. For cable drum user has to click on the drum details button and enter the issue
quantities there. Sum of all the drums will automatically appear on the main
screen.
11. Save the record after entering the data by clicking the Save Record button.
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6. Material Return Voucher (MRV)
On this screen the detail of the excess material returned by the contractor is entered
after selecting the relevant MIV.
If user is raising a MRV then he/she has to to follow the given sequence :
1. Select the MIV No against which material was issued through the down arrow
push button. All details like MIV date, Contractor etc will appear on the respective
field.
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2. Enter the Return Category and remarks, if any.
3. Press the Add Item push button the select the items to be returned. All the items
against selected MIV No will appear on a Pop-Up window. Select the item for
which MRV has to be raised.
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4. Now enter the Returned and Accepted Quantity details for all the selected items.
5. User can not return the quantity more than issued quantity. A message “Total
return quantity 999 can’t be more than total issued quantity 000. Check the return
quantity.” will appear on the screen. Change the return quantity (less than total
return quantity) and enter the accepted quantity (less than returned quantity).
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6. Save the record after entering the data by clicking the Save Record button.
7. For cable drum user has to click on the Drum Details link button and enter the
return quantities there. Sum of all the drums will automatically appear on the
main screen.
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7. Stock Transfer Voucher (STV)
Generally MRV is the last transaction done in the warehouse. However if more than one
Job No’s exist at any site, then there is a possibility that another type of transaction
occurs. This transaction is called as "Stock transfer from one job to another job". In this
case the material required is first transferred (Issued) to the required job and then
issued to the contractor.
If user is raising a STV then the user has to to follow the given sequence :
1. Select the Job No from which the Item is transferred and the Job No to which the
Item is transferred.
2. Click on Add Item push button to get all the item details of the job no from which
the user want to transfer stock. Select the desired item and submit the record.
3. Enter the quantity transferred detaiils. Quantity transferred cant be more than the
stock quantity.
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4. Save the record after entering the data by clicking the Save Record button.
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8. Gate Pass
User can also generate Gate Pass from the system. Here user can select the items
after entering MIV No.
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EDIT DATA
This menu is used for Editing and Deleting of wrongly entered data in WAMS 2.0.
Some important points to remember while using this screen:-
1. Separate authorization is required to access Editing/Deleting. The same will be
provided by the RCM of the construction site.
2. Edit/Delete operations will be performed only after entry of a correct
authentication password.
3. Editing of record can be done by clicking Edit link button. Updating of records
can be done by clicking on Update link button. Deletion of a record can be done
by clicking on Delete link button.
4. Further processed records will not be available for Edit/Delete.
5. A complete record of all the deletions will be maintained at the database end.
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1. Purchase Order
Here the user can view all the details of any particular Purchase Order like Order
details, DA Log details, DRR details and MRR details for all the PO Items. As the PO
Details are imported from IPMS, so none of the details on this page are editable.
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2. Dispatch Advice log (DA Log)
Here the user can edit the Dispatch details and the Invoice details of a particular DA
Log No provided that the specified DA Log No is not further processed for making of
any DRR Record. Once any DA Record is further processed to DRR, Its details cannot
be edited/deleted.
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3. Daily Receipts Register (DRR)
Here the user can edit the Receipt details and Item received details for any particular
Daily Receipts Register, provided that the specified DRR is not further processed for
making any MRR Record. Once any DRR Record is further processed to MRR, Its
details cannot be edited/deleted.
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4. Material Receipt Register (MRR)
Here the user can edit the Inspection details and Item accepted details for any particular
Material Receipts Register provided that the material stock will not go negative.
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5. Material Issue Voucher (MIV)
Here the user can edit the Indent details and Item issued details for any particular
Material Issue Voucher provided that the material stock will not go negative.
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6. Material Return Voucher (MRV)
Here the user can edit the Item returned and received details for any particular Material
Return Voucher provided that the material stock will not go negative.
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7. Stock Transfer Voucher (STV)
Here the user can edit the Stock Transferred details for any particular Stock Transfer
Voucher.
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VIEW DATA/REPORTS
After posting the transactions, the next logical step is to generate the Reports. The
various reports, which can be, generated from the Reports Menu are:
1. Item Detail
2. Category wise Material Status
3. Vendor wise Order Status
4. Purchase Order
5. IRN Status
6. LR Status
7. Indent Status
8. Dispatch Advice log (DA Log)
9. Daily Receipts Register (DRR)
10. Material Receipt Register (MRR)
11. Material Issue Voucher (MIV)
12. Material Return Voucher (MRV)
13. Stock Transfer Voucher (STV)
14. Bin Card
15. Stock Status
16. Over Short Rejected Damaged (OSRD)
17. Over Short Rejected Damaged Summary (OSRD)
18. Insurance Declaration
19. Job wise PO Status
20. Pending Logs
21. Consolidated Material In Transit
22. PO Detail
23. Item List
24. Vendor List
25. Contractor List
26. Contractor wise Item Detail
27. Project Specific Report
28. Drum Report
29. Stock Verification Sheet
30. Form ST-38 Status
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31. Sales Tax Return Status
32. Excel output of FIN/MRIR
33. Stores Ledger with Value
34. Excel Output for Transactions
All the sample reports are attached in Annexure I
6. ERROR MESSAGES
Error details given in respective module of user manual.
1 23/05/2014 For Implementat ion G Choudhry S Khalkho DK Kakkar
0 20/01/2012 For Implementat ion S Khalkho NK Ghosh DK Kakkar
Rev. No Date Purpose Prepared by Reviewed by Approved by
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Warehouse Management System
(WAMS)
(Version 2.1)
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Annexure 1. Viewing facility of Inspection Release Notes (IRN) certificates issued by inspection
engineer uploaded in IPMS. Path: WAMSView Data/ReportsIRN Status
User can view the IRN Status and Certificate using this module.
Details of all the IRN’s will be shown in a grid.
User can view the Item Details by clicking on the Item Details link button. A pop up will
appear as shown below.
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User can also view the IRN Certificate by clicking on the View IRN Certificate link
button. Certificate will open in pdf format.
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2. Facility for posting Materials Issue Vouchers (MIV) for multiple indents of a
contractor. Path: WAMSTransactionMaterial Issue Voucher (MIV)for Multiple Indents (from COSMAS)
User will select the contractor code using the down arrow push button provided. A pop
up will appear as shown below.
User will select the required contractor and click on the Submit push button. Contractor
code will appear in the textbox on main screen.
After selecting contractor code user will select Indent No’s by clicking on the down arrow
push button provided. A pop up will appear as shown below.
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User will select the required indents by checking the checkbox and then will click on the
Submit push button.
All the selected indent will appear on the main screen as shown below.
User will enter the Ref MIV No, Issue Qty, Issue Type and remarks against all the
indents.
After completing all the required details user will click on the Save Records push button.
This will generate required MIV’s.
3. Facility to transfer for list of mandatory and commissioning spares details from
Engineering/ C&P software and maintain transactions records through WAMS since list of mandatory and commissioning spares not available with PO.
In WAMS, facility for maintaining transactions record of the PO sub item is
already available. Same philosophy will be adopted for mandatory and
commissioning spares.
List of mandatory and commissioning spares will be updated during regular PO
updation process.
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User can view the details via following path.
WAMSView Data/ReportsPurchase Order
User will select the PO No in the provided dropdown. Details of purchase order
will be shown. User will select the PO Items tab. Sub Item link button will be
enabled against all the items which has either sub item or spares.
User will click on the Sub Items link button and a pop up will appear as shown
below.
4. Provision for accepting Material Return Voucher (MRV) quantities data pertaining to
issue and consumption of those items. Whenever user will enter the return qty more than issue qty system will shown error as shown below.
5. Provision for Acceptance of Multiple LRs for dispatch Advice due to two
consignments for one invoice by vendor. Provision has been provided in the system that while creating Dispatch Advice multiple LR’s can be entered.
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