INTRODUCTIONThis software has been developed to cater for the computerized tracking and

management of Way Bills received from the State Government. This software is also being used exclusively to cover up the part of Indirect Taxation relating to the utilization of items received thorough Way Bills.

The backbone of the system is based on Client Server architecture.

Client – Server Architecture

SERVER

CLIENT 1 CLIENT nCLIENT 3CLIENT 2

BLOCK DIAGRAM

Receipt of Way Bill from West Bengal

Govt.

Issue of Way Bills to a department

Department

Utilization of Way Bills

Items received through Way Bill

Finalization (Form 54)

Sale of Received items

Use of received items other than sale

OUTPUT FROM THE SYSTEM

There are different types of reports generated from the system. Print area in each module allows printing all the pages of the generated report i.e., ‘All’ option or part thereof through ‘Range’ option. Excel button in each report form will transfer the data in Excel format. Preview button shows preview of the generated report on screen before obtaining hard copy of the report from the system.

The reports are discussed below : -

i) Received Way Bills : Gives a list of way bills form the West Bengal Govt. based on specified date range.

ii) Temporary Issue

Gives the detail of temporary issue of way bills made based on specified set of way bills received. This report is very much useful when an organization needs to get fresh set of way bills from State Govt.

iii) Cancellation / Loss of Way Bills

Gives the detail of cancelled / lost of way bills based on specified set of way bills.

iv) Way Bills in Transit

Gives the information about the way bills in transit based on specified set of way bills. It means the way bills which are issued but not yet utilized and the way bills entered in Temporary Issue module.

v) Final Bill Statement (Form 54)

Gives the information about the way bills which are finalized through the Finalization module.

vi) Issued But not Utilized

Gives the list of way bills which are issued but not yet utilized. This report comes in the order of Departments to which way bills were issued. The user can also view this report for a particular Department by selecting a Department from Department list.

vii) Branch Transfer (F Form)

It Gives the information about the goods received from out side of West Bengal on Branch Transfer basis. This report is based on specified range of Challan / Invoice Dates and in the order of Branch Office, Month of Challan / Invoice Date & Way Bill No.

viii) Branch Transfer Received

It gives the information about the goods received from outside of West Bengal on Branch Transfer basis. This report is based on specified range of Entry Dates to West Bengal and in order of Branch Office & Way Bill No.

ix) Branch Transfer (Out)

It gives the information about the way bills outgoing on the basis of Branch Transfer. This report is generated on the basis of specified range of Challan /Invoice Dates and arranged in the order of Branch Office & Challan/Invoice Date.

x) Goods Received From Suppliers

It gives the information about the materials purchased from out side states. The report is sorted by Rate of CST & Date of Issue.

xi) Imported From Outside India

It gives the information of the goods imported from outside India.

xii) Other Than Sale

It gives the information of the items which are utilized for purposes other than sale like AMC,Demo,Free Supply etc.

xiii) Dispatched Outside State for Free Supply

It gives the information about the items which are dispatched to outside states for free supply. The report is organized by city of customer.

xiv) Stock in Hand

It gives the Stock in Hand report of items received through way bills. This report is arranged in the order of Department.

xv) Closing Stock

It gives the current status of Closing Stock of items received through way bills. If ‘Include Zero Stock Item’ option is checked, it will show all items including the items having zero stock.

xvi) Final (In)

It gives the detail of goods brought into West Bengal using way bill.

xvii)Final (Disposal)

It gives the detail of goods disposed off for various purposes other than sale.

xviii)Sale Report : By Entry Date to West Bengal

It gives the detail of sold goods which are brought into West Bengal through way bills. This report is generated on the basis of Entry Date to West Bengal.

xix) Sale Report : By Way Bill No.

It gives the detail of sold goods which are brought into West Bengal through way bills. This report is generated on the basis of Way Bill Number.

GENERIC FEATURES

There are some generic features available in the system. It helps the user to make use of the system easily. This features are available in almost each module of the system. The features are discussed below : -

i) The following commands or some of them are provided in each module to facilitate generalization in the system.

Add (Alt + A)

To append new record.Top

(Alt + T) To see the First Record.

Save (Alt + S)

To save a new or modified record.Prior

(Alt + R)

To see the previous record from current position.

Exit (Alt + E)

To quit from the current module.Next

(Alt + N)

To see the next record from current position.

Del (Alt + D)

To delete a record. A ‘Delete’ message will appear. Press the Yes button to confirm the act of deletion or press the No button to abort the said action.

Bottom (Alt + B)

To see the last record.

ii) Searching Procedure :

a) Sequential Searching : The Top, Prior, Next and Bottom buttons are used for sequential searching of the records.

b) Random Searching : One can view the required record by searching at random and it is done by giving the value of a specified field. e.g.,

In the above module (Customer Master) just type in the name of the customer and press Enter. It will show customer’s entire information in the screen. As user types in the customer’s name, the popup list will shrink to fewer choices, so that, user can also select the required customer without type in the customer’s name in full.

iii) On line Master Entry Generally master entries are required to store the static type information in

view of speeding up the input procedure and making it less error prone in different modules. On line master entry is a very useful feature. Suppose you are issuing an item to a customer who is new. Here you don’t need to close your current module and open the Customer Master module to enter the information of the customer. You just click the button available beside the Customer field. It will open the Customer Master module. Here you type the necessary information about the customer and save it. Now, when you close the module, the customer name will automatically appear in the customer field as well as the customer information is permanently saved in customer master. This feature will speed up the entire operational procedure.

GENERAL INFORMATION

i) User Level Security System :

a) There are four levels of users, viz., Administrator, Supervisor, End User and viewer.

b) There are only one Administrator provided by the system.

c) The Administrator can create any number of Supervisors, End Users and Viewer.

d) The Administrator can make any Supervisor, End User as well as Viewer inoperative.

e) None but the user can only change his/her password.

f) No two user can log on using the same UserName and Password.

ii) Level of Access :

a) Administrator : All

b) Supervisor : All except Create User, Backup & Security and addition or modification of receipt of way bill from W. B. Govt.

c) End User : All except Master entry, Backup & Security and addition or modification of Receipt of way bill from W.

B. Govt.

d) Viewer : Only can able to view the reports. It is to be noted that viewer is not authorized to generate any Excel

report from the system.

. iii) Data Level Security System :

a) Auto Backup :

Every time user logs onto the system, data backup is taken automatically. Backup log shows every log-in date & time along with the user’s name and his/her status.

b) Data Distribution :Financial year wise data distribution is followed in the system. It caters user

friendliness. Moreover, it will speed up the processing speed and protect data from corruption.

c) Referential Integrity :Referential Integrity of data is maintained in different level throughout the

system to prevent any loss of information. e.g, a) No receipt of items is made until utilization entry is made. Similarly, no

sale or issue of items is made until receipt of items is made. Thus the system follows top – down approach.

b) No item can be deleted if its reference exists in Receipt, Sale or Issue of items module. In this fashion no information can be deleted if its reference

exists in any other module.

d) Data Validation :The system validates each data before storing. It ensures the correctness of data

provided and compels the user to input at least required information in each module.