CSI Handbook RMS TV

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Core System Integration 

Railway Mail Service 

A hand book on CSI Operations for the Employees of 

RMS ‘TV’ Division 

Scan QR Code to download 

Divisional IT Team, RMS „TV‟ Division 

2018 

Handbook on CSI | Divisional IT Team, RMS „TV‟ Division India Post | Page 1

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K. K. Devis 

Senior Superintendent 

RMS “TV” Division 

Thiruvananthapuram 695 036 

I am glad to share a Handbook on Core System Integration (CSI) for Mail 

Offices as part of India Post IT Modernisation Project, in order to gain practical 

knowledge in the field application in the wake of CSI implementation. 

This Handbook attempts to bring under one cover, the work flow in all 

modules viz. Mail Office Operations, Postal Back Office, Counter work flow, 

HRO/SRO working procedure along with relevant T codes for RMS offices. It is a 

consolidated work of various applications, illustrated in schematic representation 

of path to be followed in each module under CSI. 

I am obliged to my Divisional IT Team, for providing the required data and 

for the preparation of this handbook. 

Hope all the employees who go through the Handbook will find worth 

reading and useful, contributing to the quality of work under CSI. This handbook 

may be used as a guide for the beginners; however, the latest orders and 

instructions, updation on the subject have to be followed strictly. 

Thiruvananthapuram 695 036 

13.11.2018 

K. K. Devis 


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Index 

I Introduction 4 

II Mail Office Operations 5 

1. Staff Scheduling 5 

2. Set Open - Mail Office 9 

3. India Post Visibility System - IPVS 11 

4. Bag Receive 11 

5. Bag Open 13 

6. Article Type Change - Insured 14 

7. Insured Article Verification 16 

8. Alter an Opened Bag 17 

9. Bag Close 17 

10. Bag Re-Open 18 

11. Bags Dispatch 19 

12. Bags Dispatch cancel 20 

13. Deposit Bag Close 21 

14. Bags Closed But Not Dispatched 22 

15. Set Closure & Disposal of Pending Articles 23 

III Counter Operations – Postal Back Office 28 

IV Booking of Articles 58 

V Product Sale 67 

VI Cancel Transaction 68 

VII Counter Work Flow – RMS Counter 69 

1. PO Begin 69 

2. Counter Allocation 69 

3. POS Shift Begin 70 

4. Balance Transfer 70 

5. Submit Account in POS 71 

6. Shift End in POS 72 

7. Send Cash to F&A 73 

8. Close Bag 74 

9. Dispatch Bag 75 

10. Cancel Dispatch Bag 76 

11. Re-Open Bag 76 

12. Mark Pending Articles 78 

13. Print Manifest/Mail List 78 

14. Reassign Bag 79 

15. PO Submission 79 

16. PO END 80 

17. Send Cash to HRO/SRO 80 

VIII HRO/SRO Work Procedure 83 

IX Basic Commands & Tcodes 91 

X Frequently Asked Questions 96 


I 

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Introduction 

Core System Integration (CSI) was implemented in RMS „TV‟ Division as part of India Post 

IT Modernization Project on 25 th September 2018. Core System Integration (CSI) is the 

new application platform which has replaced the legacy Meghdoot Softwares which were 

in use since technology induction. The new system has been implemented phase wise in 

all the Post Offices (except Branch Offices), Divisional Offices, Regional Offices, Circle 

Offices, DA(P), Mail Offices & Business Post Centers. The data of all the offices will be 

maintained in a central location called central server on real time basis. CSI operations 

involve a combination of offline and online environment. The new environment is 

developed using SAP ERP & JAVA by Tata Consultancy Service (TCS). CSI comprises of two 

major components – S-A-P (System Applications & Products in Data Processing) & 

POS(Point of Sale). 

The work in SAP is online. For doing any type of transaction, Transaction code (Tcode) is 

used in SAP. SAP, a German software company is one of the largest vendors of Enterprise 

Resource Planning (ERP) software. It enables its customers to run their Business Process, 

including Accounting, Sales, Production, Human Resources and Finance, in an integrated 

environment. SAP serves more than 3,35,000 customers in 180 countries. 

The daily counter and dispatch works in RMS Offices, Sub Offices, Head Offices will be 

done using CSI Point of Sale (POS) counter and Postal Back office software. POS is 

partially Offline module where data is stored in local server and synchronized to Central 

server in every 4 minutes automatically. Rest of the job will be done using SAP. With the 

help of these new products daily work will be greatly reduced. The duplication of job 

will be reduced remarkably. 

Each unit viz. L1, L2, PH, EPH, ICH, NSH, CRC, Counter and HRO/SRO is independent and 

has a 10 digit Facility ID (unique ID to identify an office). For a Post Office, the first 2 

digit of Facility ID denotes CO, first 3 digit denotes RO, first 4 digit denotes DO, first 6 

digits denotes HO, first 8 digit denotes SO and all the 10 digit denotes a BO. Each 

Employee is provided with a unique Employee ID which will act as their user ID for all the 

modules in CSI. Each Facility ID will have one Profit Centre ID (for making payment), 

Cost Centre ID & Fund Centre ID. 

Transaction can be modified by concerned HO only at any time before the close of the 

month. Double entry accounting system is followed in CSI. Existing 15 digit accounts 

head will be replaced by new 10 digit GL code. Right now there are more than 22,000 

GL code exists in Department of Post, India. 

At the end of the day for a particular office, Physical cash should be tallied with DOP 

cash (cash with treasurer). POS cash (Cash with counter) should be „0‟ & Cash in transit 

(Transit Cash) should be equal to actual transit cash of a particular facility. 

This handbook on Core System Integration is prepared as a reference of the procedures 

involved in the CSI platform for the employees working at RMS Units and Counters across 

the division. Efforts have been made to explain every step in detail while performing the 

day to day activities in Mail Offices. 


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Mail Office Operations 

Apart from Post Office, RMS units work on Shifts and Sets with Separate Facility IDs 

for each section viz. NSH, CRC, PH, EPH, ICH, L1/L2 Hubs, Counters etc. If an office is 

having independent establishment, then the employees there will be permanently added 

to the office. For Eg: NSH Trivandrum have separate establishment and the employees 

are permanently mapped to the NSH Trivandrum itself. These employees can work in the 

same facility without performing any additional tasks. However, in case of other RMS 

units, the employees are mapped to their HRO/SROs other than those employees allotted 

for Counters. These employees have to be transferred to the concerned Facility ID by 

Staff Scheduling. 

1. Staff Scheduling 

Staff Scheduling can be done in two ways: 

a. Employee Scheduling Screen – by HRO/SRO 

b. Individual Employee Facility/Shift Transfer – by the Employee 

a. Employee Scheduling Screen – by HRO/SRO 

This option is used by HRO/SRO to allot the employees to a particular Set as per the Set 

Memo. 

‣ Restart the system 

‣ Click SAP Logon Icon and select ECP from connections tab 

‣ Login using Employee ID and Password 

‣ Use TCode ZDOP_MAIN and press Enter key 

ZDOP_MAIN 


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‣ Select Staff Scheduling System 

‣ Click on Employee Scheduling Screen 

This will open Internet Explorer web page for Staff Scheduling. 

‣ Click on the Enter button without making any change 

This will list the details of employees mapped to the office ID as given below 


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‣ Change the Current office ID, Current Set NO, Start Date, End Date, 

Work Start Time, Work End Time and Work Group Id 1111117 of the 

employees to be arranged in the Set and click Confirm Schedule button in the 

bottom of the window. 

b. Individual Employee Facility/Shift Transfer – by the Employee 

If staff scheduling not done at HRO/SRO; Use Facility/Shift Transfer option to 

transfer facility from HRO/SRO. 

‣ Restart the system 

‣ Click SAP Logon Icon and select ECP from connections tab 

‣ Login using Employee ID and Password 

‣ Use TCode ZDOP_MAIN and press Enter Key 

ZDOP_MAIN 

‣ Select Staff Scheduling System 


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‣ select Facility/ shift Transfer 

This will open Internet Explorer web page for Individual Employee Facility/Shift Transfer 

‣ Type the Employee Id and click on the Enter button without making any 

change. 

Employee detail with present office and shift details will be shown. 

User 

‣ Change the Current office ID, Current Set NO, Start Date, End Date, 

Work Start Time, Work End Time and Work Group Id 1111117 and then 

click Submit. 

User 

‣ After submission, click F5 button to refresh the page to check if the employee is 

transferred successfully. Do not change OFFICE ID or SHIFT. Just enter 

Employee ID and click Submit. If the facility/ shift transfer was successful one 

entry “Facility Transferred” will be shown below the Current Employee 

Status. Don‟t click Submit Button. Close the window. 


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2. Set Open – Mail Office 

‣ Go to Staff Scheduling System Click on Mail Office below the 

Office Set Open 

‣ Office Set Open Screen will appear, change Office Type, Office ID & Set No 

‣ Click Enter, once again confirm the details and Click on Set Open 

‣ Shift has been opened successfully message will appear. 


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‣ There may have some bags transferred from some other sets, if so go to 

Transferred Bag Details and Select those bags and click on Move button. 

‣ Click Accept option for receiving them. 


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3. India Post Visibility System - IPVS 

‣ Enter the TCode /NZMOIPVS 

‣ India Post Visibility System – Web page will open in Internet Explorer 

User 

4. Bag Receive 

‣ Select Schedule ID from box and Click on Fetch and Scan the Bag 

Number in the Bag ID 


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‣ Scan the Bag Number in the Bag ID field 

‣ Enter the bag Weight and select the From Office ID from the drop down box. If 

it is a forward bag Change the Bag destination as Forward Bag otherwise use 

Receive at Destination. Then click Receive Button or use Shortcut Ctrl+L to 

receive bag. 


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‣ The bag will appear in Scanned Bags option. 

Enter all bags by the mentioned method and click Receive button or use shortcut 

Ctrl+R to receive all bags. 

‣ Click on OK button by confirming the total 

number of bags received. 

5. Bag Open 

‣ Scan the Bag Number in the Bag Id 

and Article Number one by one. 

The scanned articles will be shown in 

the list. Use the Delete button to 

delete an article from the scanned list 

by selecting the article to be deleted 

in case of any discrepancy. 

‣ Use the Save as Draft option to 

temporarily save the scanned articles 

to perform some other task. 

‣ Use the Clear Save as Draft option 

to delete the temporarily saved 

scanned articles data. 

‣ Click on Submit or Ctrl+S to save the 

data permanently. 


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‣ If the articles data received virtually; Click Perform QA. 

‣ Scan all the articles and Click Submit to save data. 

6. Article Type Change - Insured 

‣ Change the article type to REGISTERED LETTER INSURED in the Bag Open 

window. 

‣ To change Article Type after Opening of bags. Go to 

IPVS Main ScreenArticle MiscellaneousArticle Type Modification 


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‣ Enter Bag ID press Enter Key and Click button to list the articles. 

‣ Select the Article Number to be changed and change Article Type. Give the reason 

as remark and click Update button. 

Received wrongly at destination 

‣ On successful updation the system will give the message as given below: 

RL015350135IN in Bag ID RBL9633385214 Updated with REGISTERED LETTER INSURED 

Successfully 


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7. Insured Article Verification 

‣ Go to TransactionsInsured Article Verification 

‣ Click on Receive verification and Select All Insured Articles like given below 

. 

‣ Click on Close verification and the same procedure may be followed before closing 

of Insured Articles. 


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8. Alter an Opened Bag (To add articles to already opened bag) 

‣ Go to Article Miscellaneous Altering an Opened Bag 

‣ Enter Bag Number and enter the Article Number to be added and give a 

Remark. 

‣ Click on Save. For more than 1 article, have to add the article one by one 

following the same procedure. 

9. Bag Close 

‣ Select the Destination from the drop down menu and Select Bag Type 

‣ Click Next button. 


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‣ Scan articles and click Finish (Ctrl+F) 

10. Bag Re-Open(To re-open a closed bag) 

‣ Click on Transactions Bag Re-Open 

‣ Enter the Closed Bag Number in the Bag ID and press enter key. Enter the article 

numbers and click Finish. Give a reason of reopening in the window pops up and 

click Ok. 


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11. Bags Dispatch 

‣ Click on Transactions Bags Dispatch 

‣ Select the Schedule ID, The bags closed for the selected schedule will appear on 

Ready For Dispatch window. 

‣ Scan the Bag Number in Bag ID. The scanned bags will get listed on scanned Bags 

window. After scanning all bags, click Dispatch option for dispatch only and click 

Dispatch and Print Mail List option for printing Mail List. This will generate 

Mail List ID. 


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12. Bags Dispatch Cancel (To Cancel a Bag from a Dispatch/Cancel a Schedule) 

‣ Click on Transactions Bags Dispatch Cancel 

‣ Enter the Mail List ID and Bag ID in the respective fields and click Enter 

‣ Select a reason from the drop down menu and add a remark. 

‣ Click Delete after selecting a particular bag from a dispatch schedule. 

‣ To cancel an entire schedule click Dispatch Cancel option 


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13. Deposit Bag Close (To transfer from One Set to other set) 

‣ Select From Set and To Set and click Next 

‣ Scan Article Number one by one and Click Enter. 

‣ Click on Finish button to save the details. 

‣ Transfer these Deposit Bags to concerned SET at the time of Set Closure. 


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14. Bags Closed But Not Dispatched 

‣ Select the Set and Date and Click on Search. 

‣ Total number of Bags Closed but not Dispatched Details will be shown. 

‣ Before set closure ensure that all bags are dispatched. 

‣ Click registered bag count to get the details of all the bags which are not 

dispatched. 

‣ Dispatch all the bags listed. 


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15. Set Closure & Disposal of Pending Articles 

‣ Log On to SAP. 

‣ Go to DOP Main Screen Staff scheduling system Time Sheet Entry 

and Set Closure Mail Office 

‣ Enter the Office Type, Office ID and Set Open Date. Click Enter. 

‣ Save the attendance. 


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‣ Click Shift Closure and confirm the Supervisor ID and click Enter 

‣ Transfer Unopened Bags and Deposit Bags to next set using Shift Transfer 


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Sometimes, Temporary bags created by some users will be there. Close such articles 

before proceeding to Dispose Articles. In this one TB saved by Employee ID 10137660 is 

pending. So login to 10137660 and close this TB. 

‣ Check for any Open Articles 

‣ Click on the Open Articles number to see the details of articles. 


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‣ Dispose the open articles using TCode – ZMORECBKP 

‣ Enter the Received Facility ID, Set Number and Received Date 

‣ Click on Execute 

Execute 

Important Note 

Users must be very careful in executing ZMORECBKP because, once the 

execution is done, the pending articles without any further confirmation will 

be deleted from the database and further processing of articles are not 

allowed. Do not run this TCode in between work. 


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‣ Open articles for current shift became „00000‟ after the code execution. 

‣ Click Set Close. On Successful Closure of set, the application will show the 

message . 


III 

Counter Operations – Postal Back Office 

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Master Data 

Item Master 

1. Click on Master Data menu from the menu bar 

2. Click on Item Master sub menu 

3. All the items are displayed on the screen 

4. Enter desired search criteria like Item Code, Bar code, Description or a 

combination of these 

5. Click on Search button search for the selected items 

6. Filtered items are displayed on the screen 

7. Click on the navigation buttons or page numbers to navigate and display the 

particular page of items 

8. Click on Print button to export the results in PDF and subsequently print the same 

9. Click on Export button to export data in Excel 

10. Click on Cancel button to navigate back to Home screen 

Post Box Assign 


2. Click on post Box Assign sub menu 

3. Enter Registration Number i.e. the transaction number for post box or post bag or 

dual temporary booking 

4. Click on Approve to allot the temporarily allocated box or bag or both 

5. Click on Reject to reject the temporary allocation 


Payment Option Master 


2. Click on Payment Option Master sub menu 

3. All the available payment options are displayed on the screen - Tender ID, Tender 

Name, Tender Description 





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Pin Master 


2. Click on Pin Master sub menu 

3. All the PIN codes are displayed on the screen 

4. Enter desired search criteria like PIN Code, Office Name, Office Type, Division 

Name, Region Name, Circle Name, Taluk, District, State or a combination of these 

5. Click on Search to search for the desired entries 

6. Click on the navigation button like First, Prev, Next, Last(whichever available) to 

navigate to other pages 


Service Master 


2. Click on Service Master sub menu 

3. All the available services are displayed on the screen 

4. Enter desired search criteria like Service Name 

5. Select the status of the service from the drop down, to ammend the search criteria 

6. Click on Search button to search for the desired records 


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7. Optionally edit the Start and/or End Time of one or more services 

8. Click on Update button to submit the time changes 




Restricted Article Master 


2. Click on Restricted Article Master sub menu 

3. Select the Country Name from the drop down 

4. All the current restricted articles are displayed o the screen 

5. Click on Reject to reject the temporary allocation 




Direct Post Master 


2. Click on Direct Post Master sub menu 

3. All the available User Groups are displayed on the screen under the 'User Group 

Master' tab 

4. Click on 'Target Group Master' tab to view all the available Target groups 

5. Click on 'Purpose Master' tab to view all the available Purpose masters 





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View Exchange Master 


2. Click on View Exchange Rates sub menu 

3. All the country wise exchange rates are displayed on the screen 

4. Select desired search from criteria from the drop downs like Country Name, 

Currency, Back or a combination of these 

5. Click on Search to display the particular data 



8. Click on Reset to reset the entered search criteria 


Agent Allocation Declaration 

1. Click on Master Data 

menu from the menu bar 

2. Click on Agent Collection 

Declaration sub menu 

3. If any records are 

available for the current 

business date then 

system displays the 

same on the screen 

4. Select the Collection 

Date from the date 

picker 

5. Click on Search for the existing data for the selected date 


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6. Click on Delete to delete any particular record or entry 

7. Click on Add to add new collection data 

8. Enter Customer Name 

9. Select Agent Name from the drop down. Agent Code gets automatically populated 

10. Enter the number of items that are collected 

11. Select the collection date again from the date picker 

12. Click Add to save the entered data and return to the main screen 

13. Click Reset to reset the entered data 

14. Click on Cancel button to go back to main screen without saving the changes 

15. On the main screen, click Cancel to go back to the Home Screen 

Reason Code Master 

1. Click on Master Data 

menu from the menu 

bar 

2. Click on Reason Code 

Master sub menu 

3. Select the Reason 

Type from the drop 

down 

4. All the available 

reason and their 

codes are displayed 

on the screen 

5. Click on Print button 

to export the results in PDF and subsequently print the same 



PO Configuration 

1. Click on Configuration menu from the menu bar 

2. Click on PO Configuration sub menu 

3. Select counter type from available drop down 

4. Select Category from available drop down as per configuration requirement 

5. Click on update button to update the details of selected row 

6. Click on Cancel button or press F4 to navigate back to Home screen 

To change Late fee 

1. In PO configuration select counter type 1 

Select category Early Fee, select S.No.1 row 


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2. Click update button 

3. Normal days value will be from 00:00 to 09:00 

4. Holidays change the value from 00:00 to 23:59 

5. Don‟t forget to change the early fee time to normal value after holidays. 

Counter Setup 


2. Click on Counter Setup sub menu 

3. Click on Add New Counter button to set up a new counter. 

4. Enter Machine id (Machine id of the machine on which counter is to be allocated), 

Counter no and Select Counter type. 

5. Click on Assign button to assign the counter. 

6. Click on Save Changes button to change and save the selected machine id. 

7. Click on Cancel button on the main screen to navigate back to Home screen 

Counter Configuration 


2. Click on Counter configuration sub menu 

3. Click on ADD button. 

4. Select counter no, category and value from available drop down as per your choice. 

5. Click on SAVE button to save the selected detail in the window. 

6. Click Cancel button to go back to main screen. 

7. Click on UPDATE button to update the selected row in the table. 

8. Click on DELETE button to delete the selected row details from the table. 

9. Click on Cancel button on the main screen to navigate back to Home Screen 


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PO Operation 

PO Begin 

1. Click on PO Operation menu from the menu bar 

2. Click on PO Begin sub menu 

3. If there exists a last business date, then the Last Business Date, Current Business 

Date and the PO Begin time displayed on the screen. 

4. Click on the Save button or press Ctrl+S to begin post office with the current time 

and date 

5. Click on Cancel button or press F4 to navigate back to Home screen 

Counter Allocation 


2. Click on Counter Allocation sub menu 

3. If there are no records for the current business date, then click on Allocate All 

button to allocate counter to all previously allocated users 

4. All the existing allocation for the current business date(if exists) is displayed on the 

screen 

5. Click on Add button to Add new counter allocation 

6. Select any record and click on Delete button to delete the selected allocation 

7. Click on any record and click on the Modify button to make changes in the 

allocation. If required, update the From Date, To Date, From Time and To Time. 

From Time cannot be lesser than the current time. Click on Assign to save the 

changes and go back to 

the main screen. Click 

on Cancel to go back to 

the main screen without 

saving the changes 

8. To filter display results, 

use filtering criteria like 

User Name, Counter 

Number and Date. Use 

combination of search 

criteria if required 

9. To view user's allocation 

details, select the user name from the drop down and click on the Search button. 

Select the desired record and click on Delete, Modify to perform respective 

operations 

10. To allocate specific user to current business date, select the user name from the 

drop down and date from date picker and click on the search button. Earlier record 

will be displayed. Select the record and click on Modify the particular record to 

allocate counter for current business date 



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Receive Cash from "F&A" 

1. Click on PO Configuration menu from the menu bar 

2. Click on Receive Cash from F&A sub menu 

3. Select the Denomination from F&A 

4. Enter the Quantity and click on Add Button to add the amount into the table. Check 

the Total Amount field that is displayed on the screen 

5. To add another denomination(same or different) repeat the earlier steps 

6. Click Reset button to reset all the entries in the table 

7. Select particular record and click on Delete to remove the record from the table 

8. Click on Submit to complete the transaction and receive the total amount (as 

reflected on the screen) from F&A. 

9. Check the Cash in Hand as displayed on the screen 

10. Click on Cancel button on the main screen to navigate back to Home Screen 

Receive IPO, Stamp and Stationary from "F&A" 

1. Click on PO Operation meu from the menu bar 

2. Click on Receive IPO, Stamp and Stationary from F&A sub menu 

3. Click on the IPO tab to declare and receive IPO from F&A 

4. Select the denomination from the drop down 

5. Enter the Quantity and Prefix of IPO 

6. Enter the From Serial Number for the IPO. Click on Add IPO to add the details into 

the table. 

7. Repeat the previous steps to add more IPOs(same or different denomination or 

same or different Prefix and different Serial Number) 

8. Click on the Stamp tab to declare and receive Stamp from F&A 

9. Select the Category of stamp from the drop down. Select the Denomination from 

the drop down. Select the Stamp Description from the drop down 

10. Enter the quantity of stamps to be received. Click on Add Stamp to add the details 

into the table 

11. Repeat the previous steps to add more stamps (same or different category or 

denomination). Check the Total Value as displayed on the screen 

12. Click on the Stationary tab to declare and receive Stationary from F&A 

13. Select the Denomination from the drop down. Select the Stationary Description 

from the drop down. 

14. Enter the quantity and click on Add Stationary to add the details into the table. 

15. Repeat the previous steps to add more stationary(same or different denomination 

and description) 


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16. System prompts if any data in any of the tabs is unsaved. Click Yes or No 

accordingly 

17. Click on Reset to reset the entered data and details in the table 

18. To delete any one of the existing records before submitting the details click on 

Delete button 

19. Click on Submit to complete the transaction and receive the declared IPO or Stamps 

or Stationary from F&A 

20. Check the Stock Report 


Send Cash to "F&A" 


2. Click on Send Cash to F&A sub menu 

3. Click on the Cash tab to declare and send cash to F&A 

4. Select Denomination from the drop down. Enter Quantity. Click on Add to add these 

details into the table 

5. Repeat the previous steps to add more cash (same or different denomination). 

Check the Total Value as displayed on the screen 


7. To delete any one of 

the existing records 

before submitting 

the details click on 

Delete button 

8. Click on Submit to 

complete the 

transaction and send 

cash or cheque or 

demand draft to 

F&A 

9. Check the Cash in 

Hand as displayed 

on the screen 


Supply View 



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2. Click on Supply 

View sub menu 

3. To view the 

allocation details 

of cash, stamps, 

IPOs, cheque and 

stationary click 

on "Allocation 

Detail" radio 

button 

4. To view the stock 

details of cash, 

stamps, IPOs, 

cheque and stationary click on "Stock Detail" radio button 

5. To view allocation or stock for cash, stamps, IPOs, cheque and stationary select 

Cash or Stamp or IPO or Cheque or Stationary tabs on the screen 

6. All the current allocations or stocks are displayed on the screen 

7. Select a particular record and click on Delete button to delete the particular 

allocation or stock 


Supply to Counter 


2. Click on Supply to Counter sub menu 

3. Select the User Name from the drop down 

4. Select Cash tab to supply cash to the particular user 

5. Select Details or Summary radio button to make the declaration accordingly 

6. In case of Summary mode, enter the Total Amount to be transferred to the counter 

7. In case of Details mode, select the Denomination from the drop down and enter the 

Quantity. Click on Add Cash to add the details into the table 

8. Repeat the previous steps to add more cash (same or different denomination) 

9. Select Stamp tab to supply stamps to the particular user 

10. Select the Category from the drop down 

11. Select the Denomination from the drop down 

12. Select the Stamp Name from the drop down 

13. Enter the Quantity and click on Add Stamp button to select from the Main Stock 

14. Select the desired record from the main stock and click on Ok to continue with the 

selection 

15. System prompts in case the declared quantity is not present in the stock 

16. Click on Cancel to go back to the main screen without saving the changes 

17. Select IPO tab to supply IPOs to the particular user 

18. Select the denomination from the drop down. Enter the quantity 

19. Click on Add IPO button to open and select from the Main Stock 

20. Select the desired record from the main stock and click on Ok to continue with the 

selection 

21. System prompts in case the declared quantity is not present in the stock 

22. Click on Cancel to go back to the main screen without saving the changes 

23. Select Stationary tab to supply stationary to the particular user 

24. Select the denomination from the drop down 


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25. Select the 

stationary name 

from the drop down 

26. Enter the quantity 

and click on Add 

Stationary button. 

27. Select the desired 

record from the 

Main Stock pop up 

screen. Click Ok to 

continue with the 

selection and click 

Cancel to go back to the main screen without saving the changes 

28. System prompts in case the declared quantity is not present in the stock. 

29. Check the Total Value as displayed on the screen 

30. System prompts if any data in any of the tabs is unsaved. Click Yes or NO 

accordingly 


32. To delete any one of the existing records before submitting the details click on 

Delete button 

33. Click on Submit to complete the transaction and supply the declared cash or stamps 

or IPOs or stationeries to the selected user at the counter 

34. Check the Stock Report. Check the cash in hand which is displayed on the screen 


Supervisor Approval 


2. Click on Supervisor Approval sub menu 

3. All the pending balance transfer and submit account requests from various counters 

are displayed on the screen 

4. Select Cash Summary or Cash Detail View to display the cash requests either is 

summary or detailed view 

5. Select a particular record to view the details of the balance transfer or submit 

account 

6. Tender Types tab displays the details tender wise and Summary tab displays the 

Summary of the transactions 

7. Click on Accept to accept the particular request 

8. Click on Reject button to reject the particular request 

9. Click Cancel button to return to the main screen 

10. Click on Approve All 

button to approve all the 

requests without viewing 

the request(s) 

11. Click on Reject All button 

to reject all the requests 

without viewing the 

request(s) 

12. Click on Cancel button to 

navigate back to Home 

screen 


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PO Account Submission 

1. Click on PO Operation 

from the menu bar 

2. Click on PO Account 

Submission sub menu 

3. System displays a message 

on the screen if there are 

any active shifts running 

in the Post Office 

4. System displays the 

summary of all the 

payments and receipts at the Post Office level in a tabular form 

5. System also displays the total Receipt Amount and total Payment amount 

6. Check the Total Amount Received, it is automatically updated as soon as some 

amount is entered in Receipt Adjustment 

7. If the Total Amount Received is greater that Total Amount Transferred or the cash 

in hand is not equal to zero then click on Send Cash to F&A to transfer the 

remaining amount 

8. If the Total Amount Received is less that Total Amount Transferred then do Receipt 

Adjustment to adjust the amount received 

9. Enter the amount for Receipt Adjustment. Remark is automatically populated as 

"Adjustment Made" 

10. Optionally edit the Remarks 

11. In case there are active shifts for counters then click on View Active Users button 

to view the active shifts and if required perform forced shift end for those users. 

Refer to Forced Shift End Summary for further details 

12. If the Total Amount Received is equal to the Total amount Transferred then click on 

Submit button to complete the PO Account Submission operation and prepare for 

PO End 


Force Shift End Summary 

1. Click on PO Operation from the menu bar 

2. Click on Forced Shift End Summary sub menu 

3. Details of all the active shifts or accounts who have not done Submit Account are 

automatically displayed on the screen under the "Pending Account Submission" radio 

button 

4. Click on the radio button "Submitted Account" to see the list of user accounts or 

shifts for which Submit Account is done but Shift has not been ended 

5. For accounts with not submitted account, click on any specific record to view the 

details 

6. System displays the summary of all the receipts and payments for that user shift or 

account in the Summary tab 

7. System displays the payment mode wise receipts in the "Modes of Payment" tab 

8. Verify the Receipts and Payments data 

9. If Received Amount is greater than Payment Amount then do payment adjustment 

to adjust the payment amount 


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10. Enter the amount for 

Payment Adjustment. 

Automatically the 

Remarks is populated as 

"Adjustment Made" 

11. Optionally edit the 

Remarks 

12. If Received Amount is 

less than Payment 

Amount then do Receipt 

Adjustment accordingly 

13. If Received Amount is 

equal to the Transferred Amount then proceed for approving the submit account 

14. Click on Approve with Error Entry button to do submit account and forced shift end 

for the selected user 

15. If Submit Account is already done, then click on any desired record and system 

confirms whether forced shift end is to be done or not 

16. Click Yes to end the shift forcibly 

17. Click No to end the shift normally by the user 

18. In case there are multiple active shifts, repeat the above steps to end all the shifts 

forcible and prepare for PO Account Submission and PO End 


Frequently Used Address 

1. Click on PO 

Operation menu from 

the menu bar 

2. Click on Frequently 

Used Address sub 

menu 

3. Enter the Search 

Criteria like Name or 

Zip or State or City 

or Address or a 

combination of these 

4. Click on the search button to retrieve the frequently used addresses corresponding 

to through entered search criteria 

5. Relevant search results are displayed on the screen 

6. Select any particular record and click on Delete button to remove the selected 

record 

7. Select any particular record and click on Modify button to edit the selected record 

8. Make desired modifications in the pop up displaying the details of the selected 

record 

9. Click on Save button to save the changes and return to the main screen 

10. Click on Cancel button to return to the main screen without saving the changes 

11. To add any new frequently used address, click on the Add button 

12. Enter Name, Address LIne1, Address Line2 and Address Line3. 

13. Select the State from the drop down. Subsequently select the ZIP code from the 

drop down. Select the City from the drop down 


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14. Optionally, enter the Mobile Number and Email ID 

15. Click on Save button to save the changes and return to the main screen 

16. Click on Cancel button to return to the main screen without saving the changes 

17. Click on Cancel button to navigate back to main screen 

Delegate 

1. Click on PO Operation menu 


2. Click on Delegate sub menu 

3. System displays the post office 

name where delegation is to be 

done 

4. Select the User Name from the 

drop down 

5. System displays the Unassigned 

and Assigned Delegated Roles 

for that user 

6. Select one of the unassigned roles and click on the ">>" button to assign the role to 

the selected user 

7. Select one of the assigned roles and click on the "

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India Post Visibility System – Postal Back Office 

Close Bag 

1. Click on IPVS menu 


2. Click on Close Bag sub 

menu 

3. Select Bag destination 

and Bag Type from 

the available drop 

down. 

4. Click on 'create Bag' 

button to create the 

bag. 

5. Created bag appears in Temporary Bag List drop down. 

6. Temporary Bag ID generates automatically. 

7. List of article to be bagged appears in 'Available article' section in the screen. 

8. Enter or Scan the Bag barcode/Article to be bagged to load in to the bag or remove 

from the bag. 

9. Enter the 'Bag weight including the articles‟. Make sure that 'Bag weight including 

the article' should not be less than 'Total article weight'. 

10. Click on 'Close Bag' button to close the bag. 

11. Enter the Bag ID in the pop-up window 

12. Click on 'OK'. 

13. Click on 'Generate manifest file' button to generate the manifest file. 

14. Click on 'Save & Exit' button to save the bag temporarily. 

15. Click on 'Delete' button to delete the selected bag from 'Temporary bag list' drop 

down. 

16. Click on 'Reset' button to reset the details in the screen. 

Dispatch Bag 

1. Click on IPVS 

menu from the 

menu bar 

2. Click on Dispatch 

Bag sub menu 

3. Select the 

schedule from the 

available drop 

down. 

4. Bags available for 

dispatch appears 

in 'Available bag' 

section in the screen 

5. Scan the barcode of the bag and click 'Enter'. 

6. Article moves from 'Available bag' to 'To be dispatched' section in the screen. 

7. Click on 'Dispatch' button to dispatch the bag. 

8. Click on 'Generate mail list' button to generate mail list 

9. Click on 'Cancel' button to navigate back to home screen. 


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Cancel Dispatch Bag 

1. Click on IPVS menu from the menu bar. 

2. Click on Cancel Dispatch Bag sub 

menu. 

3. Scan Bag bar code to be cancelled 

and Click 'Enter‟. All the details 

related to that bag appear at right 

side of the screen. 

4. Select the reason of cancellation 

from available dropdown. 

5. Optionally, put the remarks if any. 

6. Click on 'Cancel Dispatch' button 

to cancel the dispatch. 

7. Click on 'Clear' button to reset the entered details. 

8. Click on 'Homepage' button to navigate back to home screen. 

Reopen Bag 

1. Click on IPVS menu from 

the menu bar. 

2. Click on Reopen Bag sub 

menu. 

3. Scan the Bag Barcode of 

the bag to be reopened. 

4. Click on 'Reopen' button 

to reopen the bag. 

5. Click on 'Cancel' button 

to reset the bag barcode 

entered. 

6. Reopened bag appears in 

'Reopen Bag List' drop down. 

7. Once, the Bag dispatched cannot be re-open. 

8. Scan the Bag barcode/Article barcode to add the article/Bag in to the Bag, or to 

remove from the bag. 

9. Enter the 'Bag weight including the articles‟. Make sure that 'Bag weight including 

the article' should not be less than 'Total article weight'. 

10. Click on 'Reset Bag' to reset the details in the screen. 


12. Click on 'Generate mail list' button to generate mail list. 

View Bag/Articles Details 

1. Click on IPVS menu from the menu bar 

2. Click on View Bag/Articles Details sub menu 

3. Scan Bag/Article bar code and Click 'Enter'. 

4. List of Bag or Article inside scanned barcode appears in the screen. 

5. Click on 'Clear' button to reset the screen. 



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Virtual Sort 


menu bar. 

2. Virtual sort Bag list, 

Virtual sort article list 

details are available in 

the screen. 

3. Click on 'Refresh' button 

to refresh the screen. 

4. Click on 'Homepage' 

button to navigate back 

to home screen. 

Check Insured Bag/Article 


the menu bar 

2. Click on Check Insured 

Bag/Article sub menu 

3. Check 'On hold' radio 

button to view the 

article or bag put in the 

hold. 

4. Click on 'On hold' button 

to put article in hold. 

5. Click on 'Approve' button 

to approve the bag for 

dispatch. 

6. Click on 'Normal' button to view the insured bag/article. 


Flag Bag/Article 

1. Click on IPVS from the menu bar. 

2. Click on Flag bag/Article sub menu. 

3. Scan the barcode of Article/Bag to be mark as Flag. 

4. Select the reason from available drop down. 

5. Enter the remarks if any. 

6. Click on 'Submit' button. 

7. Click on 'Clear' button to reset entered details. 

8. Click on 'Homepage' button to navigate back to the home screen. 


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Mark Pending Articles 


the menu bar. 

2. Click on Mark Pending 

Article sub menu. 

3. Check 'Select all' or 

particular check box in 

the Pending Article 

table in the screen. 

4. Click on 'Mark as to be 

dispatched' button to 

mark the pending 

articles as dispatched. 

5. Check 'Select all' or particular check box in Booked article table in the screen. 

6. Click on 'Mark as Pending' button to put the book article in pending for dispatch. 


Print Manifest/Mail List 



2. Click on Print 

manifest/mail list 

sub menu 

3. Select 'MANIFEST' 

radio button and 

enter the 'Bag ID'. 

4. Click on 'Print' button 

to print the manifest 

of entered Bag ID. 

5. Select 'MAILLIST' radio button. 

6. Enter the Schedule ID and select the Date from date picker. 

7. Click on 'Fetch MLID' button to fetch the details. 

8. Click on 'Print' button to print the mail list. 

9. Click on 'Clear' button to reset the details. 


View Report 



2. Click on View Report 

sub menu 

3. Click on 'Closure' 

button. 

4. Select Product 

Category. 

5. Enter 'From date' and 

'To date' and select 

Product type from 

available dropdown. 


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6. Click on 'Submit' button to submit the details. 

7. Click on 'Print' button top print the report. 

8. Click on 'Dispatch' button. 

9. Select 'Dispatch status'. 

10. Enter 'From date' and 'To date' and select Bag type from available drop down. 



13. Click on 'Cancel Bag Dispatch' button. 

14. Select Report type. 




18. Click on 'Usage/Productivity' button. 

19. Enter 'From date' and 'To date' and select user id from available drop down. 




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22. Click on 'Insured Bag/Article' button. 



25. Click on 'Print' button to print the report. 

26. Click on Flagged Bag/Article button. 

27. Select product category. 

28. Enter 'From date' and 'To date‟. 



31. Click on 'Article details' button. 


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32. Enter From and to Date, select Product type, Article status, Insured status from the 

drop down. 


34. Click on 'Print' button to print the report. 

35. Click on 'Return and Redirect' button. 

36. Enter 'From date' and 'To date‟. 



Change Article Recipient Pin code 

1. Click on IPVS menu from the 

menu bar 

2. Click on Change article 

recipient pin code sub menu 

3. Scan Article Barcode. 

4. Enter new recipient pin 

code. 

5. Confirm recipient pin code. 

6. Optionally, Enter the 

remarks if any. 

7. Click on 'Submit' button to 

submit the details. 


9. Click on 'Clear' button to reset all entered details. 


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Return & Redirect 

1. Click on IPVS from the menu 

bar 

2. Click on Return & Redirect 

sub menu 

3. Click on 'GET RETURN & 

REDIRECT RECORDS' button to 

fetch the details of returned 

article or bag. 

4. Click on 'Clear' button to reset 

the screen. 

Reassign Bag 

1. Click on IPVS from the menu 

bar 

2. Click on Reassign Bag sub 

menu 

3. Select the user id of the user 

with open bag from 

available drop down. 

4. Select the user id of the user 

to whom bag to be assigned. 


6. Click on 'Cancel' button to 

reset the details. 

Dashboard 

Supervisor Dashboard 

1. Click on Dashboard menu from the menu bar 

2. Click on Supervisor Dashboard sub menu 

3. System displays all the details of the transactions as a dashboard: 

Details like total sales, cash accepted, total payments, cash transferred, total cash 

balance. Graphical representation of hourly sales data, stamps data, IPO data, 

prepaid data are displayed on the screen 

4. Select the Counter Number from the drop down and click on Search to view the 

counter wise details 

5. Select the User Name from the drop down and click on Search to view the user wise 

details. If required use a combination of counter number and user name 

6. Select on the desired row and edit its value 

7. Click on More button to view all the sales and payments totals including the 

category, amounts and quantities. The payment option wise total amounts are also 

displayed on the screen. Click Cancel to return to the main screen 



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Monitoring Counter Activity 


2. Click on Monitoring Counter Activity sub menu 

3. System displays individual windows for all the running counters and lists all the 

activities performed at those counters along with the time of performing that 

transaction 

Electronic Monitoring 


2. Click on Electronic Monitoring sub menu 

3. Select the From Date and To Date from the date picker 

4. Select the Counter Number. Details can be viewed for all counters or selected 

counter or back office 

5. Additionally select the User from the drop down to filter search results further user 

wise 

6. Click on Search or press Enter to display the results for the selected search criteria 

7. System displays the list of operations including log in, log out amongst others in the 

table 

8. Click on any specific record to view its details in the "Detail View" window 

9. Click on Print button or press F12 to export the search result in PDF format and 

subsequently print the same 

10. Click on export button to export the search result in Excel 

11. Click on Reset to reset all the entered criteria and search results 

12. Click on Cancel in the main screen to return to the Home screen 


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Reports 

Detailed Report 

1. Click on Report menu from the menu bar>>Click on Detailed Report sub menu 


3. Select the User Name from the drop down. To see the report for all users select 

"All" from the drop down 

4. Select the Category Name from the drop down 

5. Select the Service Name from the drop down 

6. Click on Search button to view the report for the specified search criteria 

7. Click on Select Columns to select the columns that is required to be displayed on 

the report 

8. Post Office Name and ID and populated on the screen 

9. If there exists any "Not Selected Columns", then click on the desired record and 

click on ">" button to move it to the "Selected Columns" list. Repeat the same for 

other "Not Selected Columns". To move all the records from the "Not Selected 

Columns" to "Selected Columns" click on ">>" button 

10. If there exists any "Selected Columns", then click on the desired record and click on 

"

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Consolidated Report 

1. Click on Report menu from the menu bar 

2. Click on Consolidated Report sub menu 


4. Select the User Name from the drop down. To see the report for all users select 




the report 







"

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Inventory Report 


2. Click on Inventory Report sub menu 

3. Select the Category Type from the drop down to select for which item the 

inventory is to be viewed. Select "All" if inventory for all items is to be viewed 


5. Click on Print button to export the results as PDF and subsequently print the same 


Shift wise Transaction Report 


2. Click on Shift wise Transaction Report sub menu 


4. Select the User ID from the drop down. To see the report for all users select "All" 


5. Select the Shift Number from the drop down. To see the report for all shifts select 




the report 





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"" button 


"

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Agent Collection-Declaration Report 

Treasurer Report 


2. Click on Treasurer Report sub menu 



5. System displays the details of the receipts and payments from treasurer perspective 

on the screen. Details include transaction type, user name and id, date and time, 

counter number, denomination and quantity and total amount for both receipt and 

payment. The total amounts are also displayed on the screen 



Daily Accounting Sheet 


2. Click on Daily Accounting Sheet sub menu 



5. System displays the details of the receipts and payments on the screen. Details 

include category, quantity and total amount for both receipts and payments. The 

total amounts are also displayed on the screen 


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User Transaction Report 


2. Click on User Transaction Report sub menu 


4. Select the User ID from the drop down. To see the report for all users select "All" 




the report 






9. If there exists 

any "Selected 

Columns", 

then click on 

the desired 

record and 

click on "

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Work Allocation Report 


2. Click on Work Allocation Report sub menu 




the report 







"

IV 

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Booking of Articles 

Registered Letter 

1. Click Mail from Home screen 

2. Click Registered Letter button 

3. Click Back or press Escape to go back to the Mail screen 

4. Enter weight (in grams) of the article manually or capture weight (in grams) using 

integrated Weighing Machine and press tab. 

5. Select desired prepaid mode from the dropdown, if applicable 

In case of prepaid mode as 'FM' enter License ID, SOM Number and Franking 

amount. Click Ok press Enter to save the details and go back to the main screen. 

Click Cancel or press F2 to go back to the booking screen without saving. Amount 

gets automatically populated in the Prepaid amount field. 

6. In case of 'PS' and 'SS', enter the prepaid amount and press tab. 

7. Check the pricing info as displayed on the screen and also check the Expected 

Delivery Date and Routing Information that is displayed on the screen. 

8. Affix barcode to the article and scan the same and press tab. If barcode is valid, 

then system enables remaining data inputs. Else, proper error message is displayed 

on the screen. 

9. Check the pricing info as displayed on the screen 

optionally, click on Add Customer button or press F5 to amend customer 

information. 

10. Enter Sender Details. All the mandatory information needs to be inputted 

Check the checkbox beside address input to add the current address to the list of 

Frequently Used Address. List will be updated post completion of the current 

transaction. 

11. To search from the Frequently Used Address List, either enters complete or partial 

Name or Mobile Number and press F8. 


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12. Enter Addressee Details. All the mandatory information needs to be inputted. 

Addressee details can also be searched from frequently used Address or can be 

added to the list. 

13. Select desired Value Added Services (VAS) and check pricing information displayed. 

Enter related information associated with selected VAS 

14. Click on Additional Info or press F6 button to provide additional information 

15. Click Submit or press Enter to add this article to cart and optionally proceed for 

another booking. 

16. Enter further details to book one or more Registered Letter articles. Sender details 

are retained to the earlier data. At this point customer addition is also not allowed. 

17. To book another service use the menu bar on top to select the service. 

18. Click Cart or press F11 to view the cart and optionally delete articles from the cart 

19. Click Reset or press F3 to reset all the entered data 

20. Click Cancel or press F2 to cancel the transaction without completing the same. 

21. Click on Bill Hold or press F4 to suspend the current transaction before completion. 

22. Click on Payment or press F12 to proceed for payment and complete the 

transaction 

Inland Speed Post 

1. Click Mail from Home screen 

2. Click Inland Speed Post button. 

3. Click Back or press Escape to go back to the Mail screen. 

4. Enter weight(in grams) of the article manually or Capture weight(in grams) using 


5. Enter Destination PIN Code or search using F8. In case of complete PIN code entry 

press tab to navigate to the Prepaid field. 

6. Select desired prepaid mode from the dropdown, if applicable. 

7. In case of prepaid mode as 'FM' enter License ID, SOM Number and Franking 

amount. Click Ok pr press Enter to save the details and go back to the main 

screen. Click Cancel or press F2 to go back to the booking screen without saving. 

Amount gets automatically populated in the Prepaid amount field. 


9. Check the pricing info as displayed on the screen and also check the 'Expected 

Delivery Date' and 'Routing Information' displayed on the screen. 




11. Check the pricing info as displayed on the screen. 

12. Optionally, click on Add Customer button or press F5 to amend customer 

information. 

13. Enter Sender Details. All the mandatory information needs to be inputted. 

Optionally Sender details can also be searched from frequently used Address. 

14. Check the checkbox beside address input to add the current address to the list of 


transaction. 


Addressee details can also be searched from frequently used Address or can be 

added to the list. 


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16. To search from the Frequently Used Address List, either enter complete or partial 

Name or Mobile Number and press F8. 


Enter related information associated with selected VAS. 

18. Click on Additional Info or press F6 button to provide additional information. 



20. Enter further details to book one or more Speed Post articles. Sender details are 

retained with the earlier data. At this point customer addition is not allowed. 

21. To book another service use the menu bar on top to select the desired service. 

22. Click Cart or press F11 to view the cart and optionally delete articles from the 

cart. 

23. Click Reset or press F3 to reset all the entered data. 




transaction 

International Letter 

1. Click International Mail from Home screen 

2. Click International Letter button from the sub menu 

3. Click International Letter button from the sub menu 


5. Enter weight(in grams) of the article manually or capture weight(in grams) using 



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6. Select Destination country from the drop down press tab to navigate to the prepaid 

field. The transport mode is by default selected as Air 


In case of prepaid mode as 'FM' enter License ID, SOM Number and Franking 

amount. 

8. Click Ok pr press Enter to save the details and go back to the main screen. 

9. Click Cancel or press F2 to go back to the booking screen without saving. Amount 

gets automatically populated in the Prepaid amount field. 

10. In case of 'PS' and 'SS', enter the prepaid amount and press tab 

11. Check the pricing info as displayed on the screen 





14. If customs duty is being paid by the customer, then check the corresponding check 

box and enter the customs duty amount. 


information. 





transaction. 



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20. Click on Additional Info or press F6 button or simply press Enter after filling all 

mandatory information to provide additional information. 



22. Enter further details to book one or more International Letter articles. Sender 

details are retained with the earlier data. At this point customer addition is not 

allowed. 



cart. 





transaction. 

Air Parcel 

1. Click International Mail from Home screen. 

2. Click Air Parcel button from the sub menu. 


4. Enter weight (in grams) of the article manually or Capture weight (in grams) using 


5. Enter Volumetric weight by entering the Length, Breadth, Height in case of 

Cuboid. If the Parcel is Cylindrical, click Cylinder or press F10 and enter Length 

and Diameter. Volumetric weight is automatically calculated 

6. Select Destination country from the drop down press tab to navigate to the Prepaid 

field. The transport mode is by default selected as Air. 






9. In case of 'PS' and 'SS', enter the prepaid amount and press tab. Check the pricing 

info as displayed on the screen. 







13. If required, click on Restricted Article button or press F7 to open the document 

listing the restricted and prohibited articles. 


information. 




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transaction. 


18. Select desired Value Added Services(VAS) and check pricing information displayed. 






21. Enter further details to book one or more Air Mail Parcel articles. Sender details 

are retained with the earlier data. At this point customer addition is not allowed. 



cart. 





transaction 

EMS Merchandise 


2. Click EMS Merchandise button from the sub menu. 


4. Enter weight(in grams) of the article manually or Capture weight(in grams) using 


5. Enter Volumentric weight by entering the Length, Breadth, Height in case of 

Cuboid. If the Parcel is Cylinderical, click Cylinder or press F10 and enter Length 

and Diameter. Volumetric weight is automatically calculated 


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field. The transport mode is by default selected as Air 

















information. 





transaction. 





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22. Enter further details to book one or more EMS Document articles. Sender details 




cart. 





transaction. 

EMS Document 


2. Click EMS Document button from the sub menu. 


4. Enter weight (in grams) of the article manually or Capture weight(in grams) using 


5. Enter Volumentric weight by entering the Length, Breadth, Height in case of 

Cuboid. If the Parcel is Cylinderical, click Cylinder or press F10 and enter Length 

and Diameter. Volumetric weight is automatically calculated. 


field. The transport mode is by default selected as Air. 








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information. 





transaction. 








22. Enter further details to book one or more EMS Document articles. Sender details 




cart. 





transaction 


V 

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Product Sale 

1. Click on Product Sales from Home Screen. 


3. If product code is known enter the same and press Enter or click submit to add the 

product to the cart. Else scan the product code and press Enter or click Submit to 

add the same into the table. 

4. Click on Product Search or press F5 to search from available products using search 

criteria like Product Category, Item Code, Bar Code, Item Price, Item Description. 

5. Product Search screen displays all the available products as soon as screen is 

opened. 

6. Enter relevant search criteria and Enter or click on submit to search for the 

desired product. 


information. 

8. Click on the quantity field to modify the quantity. 

9. Click on Bill Look up or press F9 to perform Bill Look up. 

10. Click Reset or press F3 to remove the selected article from the table without 

adding to the cart. 


12. Click on Submit or press Enter to add the products displayed in the table to the 

cart. 

13. Click Cart or press F11 to view the cart and optionally delete articles from the cart 

14. Check the pricing information that is displayed on the screen. 

15. To book another service use the menu bar on top to select the service. 

16. To add more products to the cart continue the above process to either scan or 

search products. 



transaction 


VI 

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Cancel Transaction 

1. Click on Cancel Transaction icon from the Home Screen. 


3. By default, cancellation screen for Normal articles will be opened. 

4. If Invoice number is present or knows, enter Invoice number field and click on 

Search or press F8 to search the article details. All articles booked in the 

transaction are displayed on the screen. 

5. If Tracking number or Article ID or PNR number in case of Money Orders is know, 

then enter the same in the Tracking No field and press Search or press F8 to search 

the details. 

6. Select Pending Articles or press F5 to perform cancellation of pending articles. 

Click Normal Articles or press F4 to go back to the normal article cancellation 

again. 

7. Select Customer ID from the drop down and also select the Invoice Number from 

the dropdown. Press F8 or click on Search to search for the desired details of the 

articles. 

8. Select the desired row to cancel the particle article booking. Check 

Select/Deselect All to select all the articles in the transaction for cancellation (if 

searched using transaction number). Uncheck the same to deselect all the records. 

Else, select articles one by one for cancellation. 

9. Click Reset or press F3 to reset all the entered data 

10. Click Cancel or press F2 to cancel the current transaction without completing the 

same. 


transaction. System prompts the Amount that is to be paid to the customer. 


VII 

Counter Work Flow – RMS Counter 

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1. Click Start Database (if not available in desktop go to C:\POSTALPOS_BO) 

2. Click Daily Sync (if not available in desktop go to C:\POSTALPOS_BO) 

3. Click High Sync (if not available in desktop go to C:\POSTALPOS_BO) 

1. PO Begin 

PO Operation >>PO Begin 

2. Counter Allocation 

Click Add 

Select user and counter number, give From Date, To Date, From Time, To time and 

Click Assign 


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3. POS Shift Begin 

Click Daily Operations >> Click Shift Begin 

Perform transactions 

4. Balance Transfer 

After Transactions >> Transfer Balance to POS Treasurer 


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Logon to Postal Back Office>>Click Refresh Button and click on Cash Pick UP 

Give Remark and Click Approve 

5. Submit Accounts in POS 

Login to POS and Click Submit Account 


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Logon to Postal Back Office>>Click Refresh>>Click on Shift End and Approve 

6. Shift End in POS 

Login to POS and click on Shift END>>Consolidate Report of POS will generate and 

user will automatically logged out from POS. 


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7. Send Cash to F & A 

After Shift End in POS login to Postal Back Office and Click Send Cash to F&A 

‣ Select Denomination as 1 

‣ Enter the actual cash-in-hand in Postal Back Office and click on Add button. 

‣ Confirm the amount and Click on Submit button. 


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Proceed to IPVS and Close all bags and make sure that no Pending articles and no 

Temporary Bags are left. 

8. Close Bag 


2. Click on Close Bag sub menu 

3. Select Bag destination and Bag Type from the available drop down. 

4. Click on 'create Bag' button to create the bag. 

5. Created bag appears in Temporary Bag List drop down. 

6. Temporary Bag ID generates automatically. 

7. List of article to be bagged appears in 'Available article' section in the screen. 

8. Enter or Scan the Bag barcode/Article to be bagged to load in to the bag or 

remove from the bag. 

9. Enter the 'Bag weight including the articles‟. Make sure that 'Bag weight 

including the article' should not be less than 'Total article weight'. 


11. Enter the Bag ID in the pop-up window 

12. Click on 'OK'. 


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13. Click on 'Generate manifest file' button to generate the manifest file. 

14. Click on 'Save & Exit' button to save the bag temporarily. 

15. Click on 'Delete' button to delete the selected bag from 'Temporary bag list' 

drop down. 

16. Click on 'Reset' button to reset the details in the screen. 

9. Dispatch Bag 


2. Click on Dispatch Bag sub menu 

3. Select the schedule from the available drop down. 

4. Bags available for dispatch appears in 'Available bag' section in the screen 

5. Scan the barcode of the bag and click 'Enter'. 

6. Article moves from 'Available bag' to 'To be dispatched' section in the screen. 

7. Click on 'Dispatch' button to dispatch the bag. 

8. Click on 'Generate mail list' button to generate mail list 



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10. Cancel Dispatch Bag 


2. Click on Cancel Dispatch Bag sub menu. 

3. Scan Bag bar code to be cancelled and Click 'Enter‟. All the details related to 

that bag appears at right side of the screen. 

4. Select the reason of cancellation from available dropdown. 

5. Optionally, put the remarks if any. 

6. Click on 'Cancel Dispatch' button to cancel the dispatch. 

7. Click on 'Clear' button to reset the entered details. 

8. Click on 'HomePage' button to navigate back to home screen. 

11. Reopen Bag 


2. Click on Reopen Bag sub menu. 

3. Scan the Bag Barcode of the bag to be reopened. 

4. Click on 'Reopen' button to reopen the bag. 

5. Click on 'Cancel' button to reset the bag barcode entered. 

6. Reopened bag appears in 'Reopen Bag List' drop down. 

7. Once, the Bag dispatched cannot be reopened. 

8. Scan the Bag barcode/Article barcode to add the article/Bag in to the Bag, or 

to remove from the bag. 

9. Enter the 'Bag weight including the articles‟. Make sure that 'Bag weight 

including the article' should not be less than 'Total article weight'. 

10. Click on 'Reset Bag' to reset the details in the screen. 


12. Click on 'Generate mail list' button to generate mail list. 


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View Bag/Articles Details 


2. Click on View Bag/Articles Details sub menu 

3. Scan Bag/Article bar code and Click 'Enter'. 

4. List of Bag or Article inside scanned barcode appears in the screen. 

5. Click on 'Clear' button to reset the screen. 



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12. Mark Pending Articles 


2. Click on Mark Pending Article sub menu. 

3. Ensure that no articles are pending 

13. Print Manifest/Mail List 


2. Click on Print manifest/mail list sub menu 

3. Select 'MANIFEST' radio button and enter the 'Bag ID'. 

4. Click on 'Print' button to print the manifest of entered Bag ID. 

5. Select 'MAILLIST' radio button. 

6. Enter the Schedule ID and select the Date from date picker. 

7. Click on 'Fetch Mail List ID' button to fetch the details. 

8. Click on 'Print' button to print the mail list. 

9. Click on 'Clear' button to reset the details. 



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14. Reassign Bag 

1. Click on IPVS from the menu bar 

2. Click on Reassign Bag sub menu 

3. Select the user id of the user with open bag from available drop down. 

4. Select the user id of the user to whom bag to be assigned. 


6. Click on 'Cancel' button to reset the details. 

15. PO Submission 

After sending cash to F&A; Go to PO submission. 

Check the receipt and transfer amount >> Click Submit. 


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16. PO End 

After PO Submission go to PO Operation >> PO END 

17. Send Cash to HRO/SRO 

‣ Login to SAP and Transfer cash to HRO/SRO 


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‣ Type TCode: ZFFV50 >> Select Initiate Request >> Click Enter 

‣ Confirm the Profit Centre ID. If the Profit Centre is of HRO/SRO, 

Change the same to the Profit Centre ID of Counter 

‣ Type the amount to be transferred and click on Excess Cash Transfer 

‣ Click Enter >> One request ID will be generated. 


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View Treasurer Cash Book (TCB) and make sure that the Closing Balance is ZERO (0) 

To view TCB use TCode ZFBL3N 

Enter the Profit Centre ID and click Execute button 

Check Opening Balance, Transaction details and Closing Balance. 


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HRO/SRO Work Procedure 

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1. Receipt Cash from Counters - Approval BY HRO/SRO 

a. Login in SAP as HRO/SRO 

b. Use TCode : ZFFV50 

c. Select Approver and click Enter 

d. Select Excess Cash Transfer and click Submit 


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e. Select Office Post Master and click Submit 

f. Excess Cash Request list will appear, Check the corresponding request and confirm 

the Request Received From Office, Amount and Date. Select 

Approve/Reject. Give proper Remarks and click Submit. 

g. If HRO/SRO is in need of cash, The cashier will raise cash request and the above 

mentioned steps will done by HRO/SRO for approving the request. Only change is 

in step „d‟, The HRO/SRO will select Cash Request instead of Excess Cash 

Transfer 

2. Cash Receipt BY cashier 

a. Login to SAP as cashier 

b. Use TCode : ZFFV50 


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c. Select Approver then click Enter. 

d. Select Excess Cash Transfer then click Submit 

e. Select Cash Office Treasurer 


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f. Excess Cash Request Approval window check the transactions and click 

Enter. 

g. Document number will be created and it will reflect in TCB 

h. To view TCB use TCode ZFBL3N 


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i. Enter the Profit Centre ID and click Execute button 

j. Check Opening Balance, Transaction details and Closing Balance. 

k. Cashier should initiate Excess Cash Request to concern Cash Office and 

HRO/SRO should approve that. 

Step 1 

Step 2 

COUNTER CASH TRANSFER TO TVM GPO 

Log on to SAP as Cashier 

Tcode ZFFV50 Enter >>> 

Click 'Intiate Request' 

Type Amount Required in the Amount Column 

Click „Excess Cash Transfer‟ 

Click „Enter‟ 

Log in as HRO 

Tcode ZFFV50 Enter >>> 

Click „Approver‟ >> „Excess Cash Transfer‟ >> „Office Postmaster‟ 

Click 'Approve' >> „Enter‟ 

Tcode for viewing Treasurer Cash Book 

ZFBL3N 


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Step 1 

Step 2 

Step 1 

Step 2 

(a) 

CASH REQUEST FROM HRO TO GPO 


T code ZFFV50 Enter >>> 

Click 'Intiate Request' 

Type Amount Required in the Amount Column 

Click 'Cash Request' 

Log in as HRO 

Click „Enter‟ 


Click „Approver‟ >> „Cash Request‟ >> „Office Postmaster‟ 

Click 'Approve' >> Enter 'Remarks' >> Click „Enter‟ 

CASH RECEIPT FROM GPO 



Select „Check Box‟ >> „Approver‟ >> Enter „Remarks‟ >> Click „Submit‟ 

Voucher Posting – Cash 

T code F-02 

Document Date 

Comp Code & 

Currency 

Type 

Period 

Header Text: 

1 st Line item 

Post Key 40 

Today‟s Date (Sanction Date) 

DOPI, INR 

SK 

Financial Year Month (for eg: for the month of October, 

enter '7' in the period column) 

Bill Description 

Account GL Code from the bill Enter >>> 

Amount : 

Bill amount for the GL Code entered 

Tax code 

V0 

Cost centre : Office ID(2203900100 for HRO Thiruvananthapuram) 

If there is more than one GL code for a single bill, repeat Step 2(a) until all the GL codes 

and corresponding amounts are entered (Multiline item). 

(b) Post Key 50 

Account 4867100010 (DOP Cash) Enter >>> 

Amount : 

Click „More‟ 

Bill Total amount 

Enter Office Id (2203900100 for HRO Thiruvananthapuram) in the Profit centre 

column 

Click 'Overview' 


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Step 1 

(a) 

Click 'Simulate' on Document Tab 

Check Balance (If Zero then the voucher posting is done correctly) 

Save 

Write down the Document Number 

FOR CHEQUE REQUEST 

Vendor Cheque : Voucher Posting and Intiate Cheque request 

Voucher Posting 

T code F-02 

Document Date Today‟s Date 

Type 

KA 

Period : 

Financial year month 

Header Text 



Post Key 40 

A/c GL Code from Bill Enter >>> 

Amount 

Bill Amount for the GL code entered 

Tax code 

V0 

Cost centre 

Office ID (2203900100 for HRO Thiruvananthapuram) 


A/c 

5000000174 (One time Vendor Kerala; If Vendor 

available, select Vendor ID) 

Enter >>> 

II 

Give Vendor Details 

1 Title 

2 Name 

3 City 

4 Pincode 

Enter >>> 

Amount 

Bill Amount 

Click „Overview‟ >> Click „Simulate‟ on Document Tab 

Check Balance (If zero then the voucher posting is done correctly 

Save 


Customer Cheque (SBI, ECS, NEFT, RTGS) 

T code F-02 

Document Date Today‟s Date 


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(a) 

Type 

Period : 

Header Text 


Post Key 40 

KA 

Financial year month 


A/c GL code from Bill Enter >>> 

Amount : 

Bill Amount for the GL code entered 

Tax code 

V0 

Cost centre : Office ID (2203900100 for HRO Thiruvananthapuram) 


A/c 

7000000013 (One time Customer ID Kerala) 

Enter >>> 

Give Customer Details 

1 Title 

2 Name 

3 City 

4 Pincode 

Enter >>> 

Amount 

Bill Amount 

Click „Overview‟ >> Click „Simulate‟ on Document Tab 

Check Balance (If zero then the voucher posting is done correctly 

Save 


Step 2 Tcode ZF110 

For Vendor Cheque 5000000174 

For Customer Cheque 7000000013 

Step 3 

Fisc Year 

Document No: 

Enter >>> 

2018 (Current Year) 

Check the amount >> Click „Submit‟ 

Cheque Receipt Approval (HRO) 

Tcode 

ZF110 

Type the Cheque Document Number already created 

Click „Approver‟ >> „Office Postmaster‟ >> „Approve‟ >> „Enter‟* 

*Select one Cheque at a time 


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Basic Commands & Tcodes 

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Basic Commands 

Commands 

Description 

/n To go back by force 

/o To open a new session 

/nex 

To logout by force 

F1 

For Help 

F4 

Search 

F8 

Execute 

Tick mark 

Continue /Enter 

Floppy sign 

Save/Post/Park 

Specs/Pencil 

Edit 

Posting Keys 

Posting Keys 

Description 

40 Debit Entry 

50 Credit Entry 

25 Vendor Debit(Outgoing Payment) 

31 Vendor Credit (Vendor Invoice) 

1 Customer Debit (Customer Invoice) 

11 Customer Credit (Incoming Payment) 

70 Asset Debit 

75 Asset Credit 

38 Credit Memo 

‣ CSI System will get locked if the user enter wrong password for three times. 

‣ In CSI System DELETE is not allowed. 

4867100010 DOP Cash 

4867100011 POS Cash 


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T Code 

ZDOP_MAIN 

ZMOIPVS 

ZDOP_MAIN 

ZMORECBKP 

ZMO_RFC_FRNK_DEPOSIT 

ZMOFKG 

ZMO_RMFS_FILE 

ZMO_RFC_FRNK_ACK_FILE 

SE16N 

ZMO_FKG_LIC 

ZMO_FKG_LIC_TRANS 

WUI 

VAP1 

VAP2 

VAP3 

VA41 

VA42 

VA43 

VF04 

VF06 

VF24 

VF25 

VF23 

ZADVANCE_DEPOSIT 

Mail Operations 

Functionality 

Staff Scheduling System 

To open the main screen 

India Post Visibility System 

To proceed further operations in IPVS 

T-code to open the main screen 

DISPOSAL OF PENDING ARTICLES 

Franking 

T-Code to Generate Receipt. 

Open the Franking Main Screen window 

T-Code to Write the File 

T-Code for Acknowledgement 

To check the Tables in SAP 

For Deposit Table 

Display of CRN No. In Table 

Customer Management 

For customer creation 

To go to contact person creation screen directly. 

For changing the existing details 

For the display of existing details 

To go to contract person creation screen 

For changing the existing details 

For the display of existing details 

For Monthly billing-View Billing Due List 

For monthly billing - Create Billing Documents 

To Create invoice list 

To view invoice list for a customer 

To display the invoice list 

To the recharge of advance customer 


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Finance and Accounts 

T Code 

Functionality 

General Ledger 

FS00 

To View General Master 

F-02 To Post Voucher (Petty Cash Expense) ≤5000 

FB03 

To View Document 

FB08 

To Reverse Document 

FBRA 

Cancellation of Reverse Entry 

FAGLL03 

To View GL Report of Particular Location 

FBL3N 

To View GL Report on PAN INDIA Label 

ZFBL3N 

Day Wise TCB 

ZFR_Day_NEW 

To View Day Report/Daily Account 

ZBF07 

Upload Transaction (txt file) 

ZF110 

Initiation of Cheque request by SO Treasurer 

SM37 

Overview of Job Selection 

ZFWF 

Workflow approver change 

Account Payable 

FK01 

Create Vendor(Master Data) 

FK02 

To Update Vendor Master 

FK03 

To View Vendor Master 

FK04 

Block/Unblock Vendor 

FB60 

Vendor Invoice(KR) 

FB65 

To Raise Vendor Invoice 

FB75 

To Book Customer Credit Memo 

FBL1N 

To View Vendor Line items 

F-04 Vendor Payment through Cash 

F-58/F-53 

Payment through Cheque 

Accounts Receivables 

FD01 

Create Customer Master Data 

FD02 

Change Customer Master Data 

FD03 

Display Customer Master Data 

FB70 

To create an Invoice for Customer 

FBL5N 

To View Customer Line Items 

F-04 Cash Receipt/Payment from/to Customer 

F-28 Incoming Payment through Cheque 

Fund Management (Budget) 

PV 

Plan Voted 


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PC 

Plan charged 

NP 

Non Plan Voted 

NC 

Non Charged Voted 

ZFMBC 

For Actual Budget 

ZFBUDGETP1 

Revise Estimate/ Final Grant 

ZFBUDGETBB 

Allocation, Distribution, Approval, Posting of Budget 

ZFMBUDGETD 

Supplementary Budget 

ZFMBUDGETR 

Surrender Budget 

FMEDD 

To Check Document Posted 

ZFMRP_RW_BUDCON 

Budget Consumption Report 

ZFT05 

To See Work Flow 

Cash and Bank 

ZFFV50 

For cash request 

FBV3 

View Parked Document 

ZFI_CASHTRANSFER 

To View New Document No 

ZFI_CASHDENO 

To Create Cash Denomination form 

FCH1 

Add Cheque Book 

FCH5 

To create Cheque 

ZCH5 

Make Cheque Void in case of bounce Cheque 

FCH8 

Cancel Cheque 

ZFICHQ 

To take printout of Cheque 

ZMEMO_REMIT 

ACG11 FORM Generation 

ZFBL3N 

To check whether HO money is reduced 

FBL3N 

To view the GL line items 

ZF110 

Cheque Request 

Asset Accounting 

AS01 

To create asset master 

AS02 

To view the asset data(Information)/ asset register 

report 

AS03 

To Change the details of asset master data 

F-90 Purchase Asset/ Acquisition of Asset 

AS02 

Asset transfer within circle 

ABUMN 

Asset transfer in other circle 

ABAVN 

Retirement by Scrapping 

ABAON 

Retirement with Sale without registered customer 

F-92 Retirement by sale to registered customer 


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HR Payments 

ZPAY_POST 

ZPAY_CC 

ZPAY_DD 

ZFR04 

ZCGAC 

ME51N 

ME31K 

ME21N 

MIGO 

MIRO 

ME51N 

ME31K 

ME21N 

ML81N 

MIRO 

ME51N 

ME31K 

ME21N 

MIGO 

MIRO 

ME21N 

MIGO 

ME5A 

ME2W 

MMBE 

MB52 

MB51 

ECS through bank 

Paying through Cash/Cheque 

Third Party Payments 

Balance Sheet 

Accounts report 

Procurement and Inventory 

Material Procurement 

Create purchase requisition 

Create contract 

Create purchase order 

Goods receipt 

Verify vendor invoice 

Service Procurement 




Create service entry sheet 


Asset Procurement 




Goods receipt 


Stock Transfer 

Create stock transfer order ( CSD TO HO) 

For all the inventory transaction (Goods issue, Goods 

receipt, place in storage, and remove from storage) 

Reports 

Purchase Requisition Report 

Purchase order(Stock Transfer Order)Report as per 

supplying plant 

Stock overview of a material 

Material stock Report 

Material Document List 


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Frequently Asked Questions 

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1. SAP is not available. How to install SAP? 

Copy „Install_Common‟ folder from any of the system where SAP is installed and 

working (Path is C:\Install_common\). Paste the Install _Common folder in the C 

drive of the system. Double Click batfile from the path 

„C:\Install_common\batfile.bat‟. 

SAP installation is a silent process. Once the installation process is started, the 

program will be installed without any further intervention. SAP Logons will be 

available in the programs after few minutes itself. 

2. SAP available but, ECP Logon is not available or existing Logon is not working: 

Copy Install_Common (Path is C:\Install_common\) from any of the SAP installed 

system and paste it on the „C‟ drive of the system where ECP is not available. Click 

the rectangle box available at left top corner of SAP Logon as shown in the below 

image. 

Expand SAP Logon Option Local Configuration Files Select the path 

„C: \Install_common\logon\Logon‟ Click “Apply” Click Ok 


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If, everything as mentioned in FAQ 2 done and still ECP not available; Always make 

sure that connection tab is expanded in SAP. 

3. ECP login showing error: 

Check whether internet connection is available. If not, wait for Internet 

Connection. To check the connectivity: 

a. Press „Windows Key + R‟ >> „Run‟ window will open >> Type „CMD‟ and 

press Enter Key. 

b. Type the command „ping 172.19.64.11‟ and press „Enter‟ 

c. If Internet connection is available, below screen will appear. 

d. If Internet connection is not available the response will be like: 


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e. Even though internet connection is available and SAP logon not possible. 

Close SAP window. Copy Install_Common (Path is C:\Install_common\) from 

any of the SAP working system and paste it on the „C‟ drive of the system 

where SAP Logon is not working/showing error. 

5. SAP logon successful but, IPVS screen shows different username: 

It is observed that users are not closing Internet Explorer window after completion 

of work. When a new user tries to logon to SAP IPVS, the user could see the IPVS 

Main Screen only by the name of previously Logon user. 

Close all SAP and Internet Explorer tabs before fresh login or restart the system 

before starting a new shift. 

6. Error „Bag number or Article locked by other User‟ in IPVS: 

Try refreshing the Internet Explorer tabs. If still the problem persists, Close all 

Internet Explorer tabs and SAP logon window and login again. 

7. Error in INS Check sheet printing: 

Change the paper orientation to Landscape. 

8. Bag Report/Manifest not displaying 

Check whether Adobe Reader installed; if not, install Adobe Reader. 

9. What are the things to be taken care on Counter allocation on Normal Days and 

Saturday/Sundays? 

a. Procedure to be followed on Normal Days: 

The Counter SA starting the counter for the first time in a day should check 

whether the previous USER has done the PO Account Submission and PO END 

properly in the PO BACKOFFICE. If not, report the same to Supervisor and make an 

error entry and do the PO END after proper Account Submission (if not seen done 

before). 

Note: The PO END will automatically SHUTDOWN the DATABASE. Therefore, the 

Counter SA must start the DATABASEDAILY HIGH by clicking the icons 

available in the desktop in the order mentioned. 

Click PO Begin and start the work for the day by allotting counter carefully after 

confirming the date (PO BEGIN and PO END for a day should be done once only). 

The Counter SA should work on the allotted shift and after the work is over, SA 

should perform SEND CASH TO F&A and after initiating EXCESS CASH TRANSFER in 

SAP, can leave counter. The SA in the second shift should ensure the date before 

allotting counter and must confirm that the PO BEGIN was already done by the 

Counter SA worked on first shift. The second shift Counter SA (Third Shift in case 

of Thiruvananthapuram RMS) should allot the counter till next day morning for 

working through out night shift. After the work is over on next day morning, the 

Counter SA should perform the SEND CASH TO F&APO ACCOUNT 

SUBMISSIONPO END properly. 


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b. Procedure to be followed on Saturday night set and Sunday morning: 

The Counter SA working in night set on Saturday could be able to allot the work for 

23.59 hrs of Saturday only. Therefore, counter should be allotted for 23.59hrs of 

Saturday date and should perform SEND CASH TO F&APO ACCOUNT 

SUBMISSIONPO END properly after 23.59 hrs. The PO END will automatically 

SHUTDOWN the DATABASE. Therefore, the Counter SA must start the 

DATABASEDAILY HIGH by clicking the icons available in the desktop in the 

order mentioned. Start PO BACKOFFICE and click on PO BEGIN and allot counter 

for the time slot for which the Counter SA have to work till Sunday morning. After 

work, the Counter SA should do only SEND CASH TO F&A and Do Not perform PO 

ACCOUNT SUBMSSION and PO END and can leave counter. The Counter SA on duty 

on Sunday should carefully check if the previous user has done PO BEGIN for the 

day and proceed with allotting counter after confirming the date. 

10. If Late Fee and Early Fee Configuration should be changed? 

Yes. LATE FEE and EARLY FEE configuration must be changed on Sundays and 

Holidays. 

Procedure for Late Fee and Early Fee Configuration Change: In PO BACKOFFICE 

Configuration Select the counter type for which work allotting/allottedEarly 

Fee Click and Update the time for which Early fee or Late fee to be collected. 

For eg. Normal Early fee timing is 00:00-09:00 hrs. If changed to 00:00 -23:59 hrs, 

late fee/early fee will be collected for the whole day. 

Monday and Normal day morning after holiday, change the Early fee timing to 

00:00-09:00 hrs. 

11. User password is changed but, not updated in POS. Facility ID transferred but, 

not updated in POS. Why? 

POS and PO BACKOFFICE are partially offline software in which updation, user 

configuration and Account submission are received and transferred through 

communication modules named Daily and High Sync. Daily Sync will run once or 

twice in a day and High Sync on certain intervals. It is noticed that no users are 

concerned about the Daily Sync and High Sync which is an essential part of POS. If 

an user changes his/her password or change the facility id it is through this Sync 

the data flows and get updated in the POS software. Therefore, the counter staff 

should take due care in performing Daily/High Sync. 

Note: Daily Sync after successful run will show Synchronization failed and High 

Sync will go on running throughout. The High Sync window after successful run will 

automatically disappear from desktop. If the High Sync is not working, the window 

of High Sync which usually not visible will be seen minimized in the taskbar 

showing Synchronization failed and several windows of High Sync can be seen in 

the system tray near to time and date. 

12. What if User-Password locked out? 

Contact Divisional Office to get it rectified. 


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Facility ID & Profit Centers 

FACILITY ID FACILITY 

PROFIT 

PROFIT 

FACILITY ID 

FACILITY 

CENTER 

CENTER 

SP22250000651 NSH TVM 2203909800 MO22250000562 CHRY STG L2R 2203901012 

SR22250001000 SRO ALPY 2203900300 MO22250000563 KYLM RMS L2R 2203901013 

SR22250002000 SRO CHRY 2203900400 MO22250000564 KOLLAM RMS L2R 2203901014 

SR22250003000 SRO KYLM 2203900500 PC22250000650 BPC TVM 2203903700 

SR22250004000 SRO KOLLAM 2203900700 PH22250000762 KTYM PH 2203906200 

SR22250005000 SRO KTYM 2203900800 PH22250000763 TVM PH 2203906300 

SR22250006000 SRO TVLA 2203900900 PH22250000764 ALPY PH 2203906400 

TM22250000501 TMO TVM 2203902600 PH22250000765 KYLM PH 2203906500 

TM22250000502 TMO CHRY 2203902700 PH22250000766 TVLA PH 2203906600 

TM22250000503 TMO KYLM 2203902800 PH22250000761 KOLLAM PH 2203906100 

TC22250000602 DCTC TVM 2203904300 IC22151000650 KTYM ICH 2203909700 

EP22250000800 EPH TVM 2203904800 HR22250300000 HRO ACCOUNTS 2203900200 

EP22250000801 EPH KOLLAM 2203904900 LP22250001000 LPC ALPY 2203907300 

EP22250000802 EPH KTYM 2203905000 LP22250003000 LPC TVM 2203907400 

EP22250000803 EPH KYLM 2203905100 LP22250005000 LPC KOLLAM 2203907500 

EP22250000804 EPH TVLA 2203905200 PC22250000651 KLM RMS COUNTER 2203903800 

EP22250000805 EPH ALPY 2203905300 PC22250000652 TVM RMS COUNTER 2203903900 

HR22250100000 HRO TVM 2203900100 PC22250000653 KYLM RMS COUNTER 2203904000 

IC22250000650 TVLA ICH 2203909600 PC22250000654 TVLA RMS COUNTER 2203909000 

MO22250000558 KTYM RMS L1R 2203901008 PC22250000655 ALPY RMS COUNTER 2203909100 

MO22250000559 TVM RMS L1R 2203901009 PC22250000656 CHRY STG COUNTER 2203909200 

MO22250000560 TVLA RMS L1R 2203901010 PC22250000657 KTYM RMS COUNTER 2203909300 

MO22250000561 ALPY RMS L2R 2203901011 PC22250000658 BNPL NSH TVM COUNTER 2203909400 

CSI Application Support 

CSI Application issues can be raised through CSI Service Desk with the help of the 

following URL or by raising tickets through an android app. Service Desk is fully 

integrated with CSI SSO solution and thus users can use their employee ID and other 

credentials seamlessly to log on to service desk. 

Service Desk URL: 

http://servicedesk.indiapost.gov.in 

Link to download Service Desk App: 

https://msd.indiapost.gov.in/EmployeeRegistration/ 

For any issues related to password, users can use IM self service portal 

http://im.indiapost.gov.in/identity 

CSI Applications issue can be reported to the CSI Interim Help Desk numbers 

011-66076729, 011-66076730, 011-66076755, 011-66076756 from Monday to Saturday on 

9 AM to 9 PM. TCS helpdesk team will log the ticket and track the ticket till closure. You 

can mention the ticket number for any future reference. 

Divisional Level Support - RMS “TV” Division 

Divisional Office 

Contact No. 0471 2469134 

Email 

rmsdoTV.kl@indiapost.gov.in 

System Administrators 

S. Arun 9447924966 

S. Vincent D‟silva 9496330720 

Trainer R. Sarathchandran 9633385214 


Handbook on CSI | Divisional IT Team, RMS „TV‟ Division India Post | Page 101 

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CSI Handbook RMS TV

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