Warehouse Management System (WAMS) (Version …. Cost Center Details Screen: - EIL engineering department has categorized each items (like piping items, electrical items, civil and

0 20/01/2012 For Implementat ion S Khalkho NK Ghosh DK Kakkar

Rev. No Date Purpose Prepared by Reviewed by Approved by

Format No. 5-2000-0600-F8 Rev. 1 Copyrights EIL – All rights reserved

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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


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)








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Reports

Item Detail

Category wise Material Status

Vendor wise Order Status

Purchase Order

IRN Status







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.



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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.


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. 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.



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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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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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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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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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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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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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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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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)






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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Documents

Warehouse Management System (WAMS) (Version …. Cost Center Details Screen: - EIL engineering department has categorized each items (like piping items, electrical items, civil and