dotsoft user manual-1

8/2/2019 Dotsoft User Manual-1

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BHARAT SANCHAR NIGAM LIMITED

A.P TELECOM

HYDERABAD

DOTSOFT USER MANUAL

(PART-I)

/var/www/apps/conversion/current/tmp/scratch8866/88368728.doc Page 1 of 102


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Contents

Commercial.

1. New Lines.2. Working Lines.3. Enquiry.

TRA & Billing.

1. Offline payments.2. Bill/Ledger Processing.

3. On line Payments.4. LCC Entries.

5. LCC query.



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COMMERCIAL - NEW LINES

Activity Flow Chart:

Application entry ( operator's activity)

Process of Application & Demand note generation

Generation of Advice Note

Release of Advice Note


Cancellation /Additions/changes(Operators activity)

Execution by Field Staff


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SECTION 1 - NEW LINES

(OPERATORS ACTIVITY)

To enter Permanent Connection Applications soldApplications Sold, Xerox Applications sections are deleted since the applications are

being issued free of cost.

1.0 Casual connection Application Entry -

From the DOTSOFT menu select New Lines -> Application Entry -> Casual

Connection

The Application for Casual (or temporary) connection Module form appears on thescreen.

Select Insert.

Enter the application details.

Click on the Next Screen for entry of further details.

Prompted with the options Save or Cancel. Choose appropriate action.

Mandatory items: Customer Name, Exchange Code, Door No, Locality/Village,

Area/Tahasil, City/District, From Date, To Date, Billing/Installation Address Same,Direction Code, STD Status, Reasons.

Validity Checks: 1. From Date should not be earlier than Current Date. 2.To Date should

not be less than or equal to From date and the period should not exceed 30 days. Thisparameter value is stored in Checks & Parameters Master.

Temporary connection Application Entry

In the main menu, select New Lines application Entry Temporary Application

The Temporary Connection Module form appears on the screen.

Select Insert.Enter the application details.

Click Save.

Note:-Mandatory items: Customer Name, Exchange Code, Door No,

Locality/Village, Area/Tahasil, City/District, From Date, To Date, Billing/Inst. Address

Same, Direction Code, STD Status, and Reasons.

Validity Checks: 1. From Date should not be earlier than Current Date. 2. To Date

should not be less than or equal to from date and period should not exceed 180 days.

This parameter value is entered in Checks & Parameters Master.LOV Help: Exchange Code, Direction Code, and STD Status

Permanent Connection Application EntryIn the main menu, select New Lines Applications Entry Permanent

Connection.

Permanent Applications Entry Form module for New Telephone Connections will be

displayed.Click Insert and fill in the details.

When the first screen entries are finished you will be automatically taken to the Next screen.

Click Save. Demand Note is raised and D/Note No. is posted to the demand note no. Field.Mandatory items: Customer Name, Father/Husband Name, Suggested name for

directory printing, Plot/House/Door No, Sub locality/Village Name, Area/Tehsil,



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City/District, Exchange Code, Category Code, Class of Service, Usage Code, Concession

Group Code, Direction Code, DEL/Junction Code, STD Status, Nominee Name, NomineeRelation.

LOV Help: Exchange Code, Category Code, and Class of Service, Usage Code,Concession Group Code, STD Status.

Note:

1) The application number is generated by the system. The operator is required to inputthe application details starting from the Customer name.

2) Acknowledgement: A new facility is introduced under the New linesApplication

Entry menu. This enables printing of the acknowledgement for the submission of the

application for new phone connection. The applicant can print this only after payment ofnew lines demand note. The acknowledgement can be printed anytime after payment of

the demand note. This can be printed at the registration counter only.

SWS Category Application EntryIn DOTSOFT main menu, select New Lines SWS Category Entry

SWS category Application Entry Form module for New Telephone Connections will be

displayed.

Click Insert and fill in the details.Click Save.

Prompted with a question whether to print a receipt towards acknowledgement.Click Yes. Acknowledgement will be printed.

Saving the entries will generate the Unique Id No, Registration No, and Wait List No. This

module puts the applicant directly into wait-list without raising any D/Note.Mandatory items: Customer Name, Father/Husband Name, Suggested name for

directory printing, Plot/House/Door No, Sub locality/Village Name, Area/Tahasil,

City/District, Exchange Code, Category Code, Class of Service, Usage Code,Concession Group Code, Direction Code, DEL/Junction Code, STD Status, Nominee

Name, Nominee Relation.

Validity Checks: 1. Application No. Should not be duplicated i.e., No application withthe given application No. is submitted earlier. 2. Application should be valid i.e.,Period between application sold date and current date should not exceed validity period

(currently 1 Year). For Retired DOT cases Category code should be NONOYT-GEN in

order to enter class codes RDOTA /RDOTB /RDOTC /RDOTD .If category code isSWS then class codes other than RDOT A/B/C/D are allowed to be entered.


Modification of a Permanent Connection application details (Before Payment of Demand

Note)In DOTSOFT main menu select New Lines Permanent Connection Change

Application details.

Change Application Details form module will be displayed. This screen is similar toPermanent Connection Application Entry module screen.

Click Clear.

Enter Application No. For which details are to be modified and press Enter(OR)



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Clicking Clear and pressing Enter without entering Application No. Displays LOV

with list of registered applications. The user can scroll through the list and select anApplication No. From the list by pressing Enter when the record pointer is on the

required record. The application details pertaining to the Application No. Entered

above will be displayed.Click Modify. Another screen, which will allow modification to the details, will be

displayed.

ModifyClick Save

Click Save and Click Clear to continue with another change of application details.

Mandatory Items: Same as Permanent Connection Application Entry Module.

LOV Help: Application No, Exchange Code, Category Code, Usage Code.

1.1 Modify a Permanent Connection Application Details (After Payment of Demand

Note)

In DOTSOFT main menu select New Lines Wait List Change Wait List Details

Change Wait List Details form module will be displayed.

Click Clear. Enter the Unique ID No. and press Enter.This Form module contains two screens. First screen is used to display the old details

corresponding to the Unique ID No entered in the text item.

The Second screen will be seen by Clicking the Next Screen button, but only in displaymode which will not allow modifications to the entries.

Click Modify. Second screen appears. Enter the new details in the Second screen.

Click Save to Save the modifications made.If any of the modifications made warrants additional charges to be paid by the customer an

additional demand note will be raised. Changes will be made permanent automatically

after payment of the additional demand note.Mandatory Items: Unique ID No, Exchange Code, Category Code, Class of Service,

Usage Code, Concession Group Code, STD Status, Reasons.LOV Help: Exchange Code, Category Code, and Class of Service Usage Code,

Concession Group Code, STD Status.

To Add/Change Billing Address for a Permanent Connection (Before Payment of Demand

Note)In DOTSOFT main menu, select New Lines Permanent Connection Add/Change

Billing Address

Application Billing Address Form module will be displayed.

Click Find and enter the Application No.

Click Show. This will display the record corresponding to the Application No.

Click Modify. The cursor will be placed in the Billing Address Text item. Enter thechanges.

Click Save

Press Shift + F6 to delete the record for that billing address completely.Click Show All to see the List of applications with different billing address LOV.

To add/change Billing Address for a Permanent Connection (After Payment of DemandNote)

To add/Change Postal Address for a Permanent Connection (before payment of Demand



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Note

To add/Change Postal Address for a Permanent Connection (After payment of DemandNote)

To add/Change Partnership/Firm details for a Permanent Connection (before payment of

Demand Note)To add/Change Partnership/Firm details for a Permanent Connection (After payment of

Demand Note)

To add/Change Other Phone details for a Permanent Connection (before payment of DemandNote)

To add/Change Other Services for a Permanent Connection (before payment of Demand

Note)

To add/Change Other Services for a Permanent Connection (After payment of DemandNote)

In DOTSOFT main menu select New Lines Wait List Add/ChangeBilling Address (or as the case (b) to (h) may be)

Wait List Billing Address Form module (or as the case (b) to (h) ) will be displayed.

Click Find and enter the Unique ID No. of the application.

Click Show. This will display the record corresponding to the Unique ID No. entered.Click Modify The cursor will be placed in the Billing Address Text item. Enter the

changes.

Click Save.

Press Shift + F6 to delete the record for that billing address completely.

Click Cancel to Cancel the changes.

Click Show All to see the List of Wait Listed requests with different billing address LOV.Note:

Proceed as described under Add/Change billing address before payment of Demand note.

Excepting the form module name and details to be entered, the procedure remains thesame for (b) to (h).

Mandatory items : Customer Name, Exchange Code, Door No, Locality/Village,Area/Tehsil, City/District, From Date, To Date, Billing/Inst. Address Same, DirectionCode, STD Status, Reasons.

Validity Checks: 1. From Date should be earlier than Current Date. 2. To Date should

not be less than or equal to From date or To Date should not exceed parameter value

entered in Checks & Parameters Master.

To Accept a Public Telephone Connection Application

In DOTSOFT main menu, select New Lines Applications Entry Public

Telephones

Public Telephone Applications Entry Form module for New Telephone Connections will bedisplayed.

Click Insert and fill in the details.

When the first screen entries are finished you will be automatically taken to the Next screen.If at any stage the user wants to go back to the first screen click Previous screen. From the

first screen if the user wants to view the Next Screen at this stage he can click Next

Screen.

Click Save .The Registration No. is allotted.Click Find to find any existing applications in the database, by supplying any combination of

enabled text items. Then clicking Show button will display record / records satisfying the



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entries made in Find option.

Clicking on Show All button will display a LOV having list of existing applications in theapplication store.

Mandatory items: Applicant Name, Annual Income, PT Type, Rural/Urban, Plot/

House/ Door No, Sub locality/Village Name, Area/Tahasil, City/District, BillingAddress (First two lines), Date of Birth, Sex, Marital Status, Educational Qualification,

Whether Employed, unemployment Certificate Enclosed, Registered in Employment

Exchange, Registration, Particulars (if Registered in Employment. Exchange),Preferential Category of the Applicant, Disability Percentage (in case of PHD), STDStatus, Documentary Evidence (in case of Preferential Cat.), PT Layout Plan details,

Allotment Certificate Required, Any other PTs in his name or his family members,

Proposed Working Hours From, To.Validity Checks: 1. Application No. Should not be duplicated i.e., No application with

the given application no. Is submitted earlier. 2. Annual Income should be greater

than zero. 3. Period between Date of Birth & Current Date should be greater than 18years i.e. Applicant should not be a minor. 4. Whether Unemployed field should be

Y. 5. Disability Percentage should be non negative. 6. Proposed Working Hrs. From

& To should be between 0000-2400 and To Hrs should be greater than From

LOV Help: PT Type, Rural/Urban, Exchange Code, Preferential Category, and STDStatus.

****



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SECTION 2 NEW LINES

(COMMERCIAL OFFICERS ACTIVITY)

CASUAL (or TEMPORARY) CONNECTIONCASUAL (or TEMPORARY) CONNECTION

Process of a Casual (or Temporary) connection Application

Once the operator feeds the application details, it is available to Commercial Officer for

further process. The C.O. forwards the request to the Head of the SSA for approval.

After approval initiates the process for provision of the casual connection.From the Main menu the select New Lines Casual (or Temporary)

Connection.

The Casual (or Temporary) connection process Module form appears on the screen

Get the record to be processed on to the screen using Find & Show buttons by supplying

Customer Name and/or Exchange Code etc.,

Press Modify button to enter Deposit details (available on the next screen). Also anymodification to the earlier information is possible.

Click Save .The changes are saved and a demand note is generated.

Mandatory items: Security Deposit, Sanction Memo No., Sanction Memo Date(available at next screen).

Validity Checks: Security Deposit should be non-negative & non-fractional.

Generation & Release of Advice Note for Casual (or Temporary) ConnectionGeneration & Release of Advice Note for Casual (or Temporary) Connection

Once Demand Note is paid, current status becomes P. The CO can initiate the process for

release of A/N.Release of A/ Note involves two steps viz., (i) Generation and (ii) Release.

To generate an A/Note, select New Lines Casual (or temporary) connection

Click Find and enter the application details viz. unique identity code or application No. Orexchange code &/or application date etc. (Use the option Show to retrieve the record for

these details).

Press modify for making any changes.

Click Generate button to generate the Advice Note.

To release the A/N select New Lines Advice Note Release

Enter the Work Order No. And press return to retrieve the record.

Press Modify and assign the Phone No. And SDO Code.

Click Save, the Advice Note is available for Outdoor for execution.

Mandatory items: Work Order No, Telephone No, O/D SDO Code.LOV Help: Work Order No, Telephone No, O/D SDO Code.

NOTE:

Pre Requisite: To generate an A/Note, the Current Status flag should be P and current

status will become P only after D/Note is paid.

Refund of Casual (or Temporary) Connection DepositsRefund of Casual (or Temporary) Connection Deposits

To initiate refunds

Select New Lines Casual (or Temporary) Connection Refund



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If advice note is already issued, an alert signal for cancellation of A/N showing the Work

Order No. Appears.To cancel the advice note chooses yes. The refund can be processed after cancellation of

A/N.

Press Refund again. An alert signal appears as that the request will be deletedpermanently. Choose Yes. The request is put in the refund store for further processing.

Note :In the casual (or Temporary) connection processing, the Current Status flag plays a

vital role. The processing of application, release of A/Notes and refunds are to be made insimilar lines for Temporary Connections as in the case of Casual Connections

Permanent Connection

Permanent Connection Application Entry (Counter operators activity)

In the main menu, select New Lines Applications Entry Permanent

ConnectionPermanent Applications Entry Form module for New Telephone Connections appears.

Click modify and fill in the details.

When the first screen entries are finished you will be automatically taken to the Next screen.

Click Save. Demand Note is raised and D/Note No. is posted to the demand note no. Field.Mandatory items: Customer Name, Father/Husband Name, Suggested name for

directory printing, Plot/House/Door No, Sub locality/Village Name, Area/Tahasil,

City/District, Exchange Code, Category Code, Class of Service, Usage Code,Concession Group Code, Direction Code, DEL/Junction Code, STD Status, Nominee

Name, Nominee Relation.


To process Wait List:In the DOTSOFT main menu, select New Lines Wait List

ProcessingWait list Processing form module appears

C lick on Clear. Now cursor will be in the Exchange Code text item.

Enter the Exchange Code (or select from LOV & presses enter key without entering any

thing in the Exchange Code text item.)

If process is to be done for all Categories type ALL in the Category Code text item or elseenter the Category Code or select it from the LOV

Click on process button to start processing the WAIT-LIST.

Mandatory items: Exchange Code, Exchange Type.Validity Checks: Exchange and Category Codes should be valid i.e. they should match

with entries made in Exchange Code Master and Category Code Master respectively.

LOV Help: Exchange Code, Exchange Type.

Note: Facility is now provided to enter 'XALL' in the exchange code and Category

code columns to effect processing of wait list in respect of all categories and allexchanges falling under the control of the Commercial officer logged in. Processing

can also be done for all categories in an exchange or for a particular category in all

exchanges.

To issue Advice Notes for Permanent Connections



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For all types of Connections Advice Note issue will be done in two stages (1) A/

Note Generation (2) A/ Note Release. Advice Notes can be generated in two ways (i)Single Advice Note Generation and (ii) Bulk Advice Note Generation.

2.2.0 Single Advice Note GenerationSelect New Lines Advice Note Single A/N Generation.

Single Advice Note Generation Form module will be displayed.

Click on Show All.LOV (List of Values) containing the Unique ID Nos. for which Advice notes are to be

generated will be displayed. Select the Unique ID No. From the LOV displayed and press

OK

(OR)Enter Unique ID No. for which Advice Note is to be Generated straight away if known.

Enter Telephone No.*

Click on Generate to generate the Advice note.Note: The pre requisite is that the Demand Note is to be paid (Status flag P). The

Generate button will be in enabled condition.* This is done at the time of advice note generation itself. In the earlier versions, this was

done at the advice note release stage.

Bulk Advice Note Generation: This is done in three stages.Allocation (b) Intimation (c) Generation

Allocation (NTC Capacity allocation)

Select New Lines NTC Capacity Release Allocation

Capacity Release Allocation Form module appears.Click on Clear. Cursor will be in Exchange Code.

Enter Exchange Code directly or select from the LOV.

Similarly, Enter Exchange Type direct or select from the LOV.Enter quotas allocated against OYT, Special, and General.

Click Save to save the entries.Mandatory items: Exchange Code, Exchange Type, Quota Allocated (OYT, Special,General).

Validity Checks: Quota + Allocation not to exceed Wait List Count, Quota +

Allocation not to exceed Actual Spare Capacity


(b) Intimation (NTC Capacity release intimation): -

Select New Lines NTC Capacity Release IntimationCapacity Release Intimation Form module appears.

Click on Clear. Cursor will be in Exchange Code.

Enter Exchange Code direct or select from the LOV.Enter Exchange Type direct or select from the LOV.

Go through the display items displayed after entering Exchange Code and Exchange Type

before entering Intimation count text items.

Enter Intimation count against OYT, Special, and General.While making entries against any category, Intimation Count cannot be greater than the

difference of Allocated and Released Capacities.

Click Save to save the entries.



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Mandatory items: Exchange Code, Exchange Type, Intimation Count (OYT, Special,

General).Validity Checks: 1. Intimation Count should not exceed the difference between

Allocated Quota and Already Released Quota.


(c) Generation

Select New Lines Advice Note Bulk A/N GenerationBulk A/N Release Form module appears.

Click Clear.

Type Exchange Code direct for which Bulk A/N are to be generated, or select from the LOV.

Type Exchange Type direct for which Bulk A/N are to be generated, or select from the LOV.Enter number of Advice notes to be Generated under OYT, Special, and General categories

against the Text items provided in the form taking care to see that the No. of Advice

Notes to be generated is less than the number displayed in Feasibility Count display itemsagainst each category. If this is violated an ALERT will be displayed.

Click Save to generate the A/Ns.

Mandatory items: Exchange Code, Exchange Type, No of A/N to be generated (OYT,

Special, General).Validity Checks: 1. No. Of A/N to be Generated should not exceed the Feasible Count

for respective OYT, Special, General.LOV Help: Exchange Code, Exchange Type.

NOTE: If the exchange is served by more than one ODSDO, then bulk A/N will be

generated but not released. In such case the CO has to release the A/Ns individually by

logging in from the A/N release module & type the concerned SDO code.

Note: Before going for Bulk release, if any subscribers have to be skipped for some

reason or the other, 'Wait to skip' module is provided. After effecting the bulk release,the skipped over cases can be brought back into the wait list through the 'Skip to Wait'

module. These two modules are included under the New LinesWait List submenu.

Service Connection ModuleSelect New Lines Service Connection

Service Connection form module appears.

Click Insert. Fill in all the entries in First screen and Second screen.Click Save. Unique ID No will be generated and the same No will be displayed through

Alert & posted to Unique ID No field.

Click Generate for Advice Note generation or leave the above Service Connection PendingGeneration of Advice Note.

Mandatory items: HQ Sanction No, HQ Sanction Memo Date, SSA Sanction No,

SSA Sanction Memo Date, Sanction against Post of, Name of Official, Plot/House/DoorNo, Sub locality/Village Name, Area /Tahasil, City/District, Exchange Code, Class of

Service, Direction Code, Connection Code, STD Status, (From Date, To Date in case of

Temporary (T) or Casual (C) connection).

Validity Checks: 1. HQ Sanction Memo Date should not be after current date. 2. SSASanction Memo Date should not be after current date. 3. To date should not be earlier than

from date (in case of Temporary /Casual Connection). In case of Temporary Connection,

Difference between To Date, From Date should not be (a) greater than 180 days and (b)less than 3 months. In case of Casual connection, Difference between To Date, From Date



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should not be greater than one month

LOV Help: Exchange Code, Class of Service, Usage Code, Direction Code, andConnection Code.

NOTE: From Date, To Date Text item will not allow entry for a Connection Code P whichstands for Permanent Service Connection. To Date by default one month from the From

Date for Casual Service Connection.( Connection Code S). To Date by default Six

months from the From Date for a Temporary Service Connection. (Connection Code T). Inthe STD Status text item by default N is available for NON-STD. Above default valuescan be changed.

To enter All-India Shift (Incoming) details and print Demand note

Select New Lines All-India Shift Incoming

All-India Shift Incoming Form module appearsClick Insert & fill in the All-India Shift (Incoming) Application particulars.

Click Save, an alert signal for printing the Demand Note appears as Print Demand Note?

Click Yes button on the Alert window to Print the Demand Note.

Click on Modify to modify shift details. There wont be any change in Demand Note No. Ofthe Demand Note printed when the modifications are saved and another Demand Note is

printed for modified details. On payment of Demand note the record will be available in

Advice Note Release module for release of Advice Note.Mandatory items: Apart from mandatory items mentioned in permanent connection.

Application Entry Module, Earlier Registration Date, From Station, Reference Letter

No, A .I. Shift Details, ARD/OYT, Other Deposits, Misc. Charges.Validity Checks: 1. All Validity checks of Permanent connection Application Entry

Module are also validated here. 2. Earlier Registration. Date should not be later than

current date. ARD/OYT should be non-negative, non-zero. Other Deposits should benon-negative. 5. Misc. Charges should be non-negative.

LOV Help: Same as Permanent Connection Application Entry Module.

Note: in the new version, only one officer in the entire SSA can operate these modules.He is assigned the role 'OOTURN'. The Checks parameter module under the

Commercial Masters controls this. In this case the Check number in Checks Parameter

master must be '2'.

To enter All-India Wait List Transfer (Incoming) Application

Select New Lines All-India Wait-list Transfer Incoming

All-India Wait List Transfer (Incoming) Form module appears Click on Insert to fill in the All-India Wait List Transfer (Incoming) Application

particulars.

Click Save, an alert signal for printing the Demand Note appears as Print Demand Note?Click on yes on the Alert window to Print the Demand Note, also D/Note No and

Registration No are generated and posted to respective fields in the form module.

Mandatory items: Apart from Mandatory items mentioned in Permanent connection

Application Entry Module, Earlier Registration Date, From Station, Reference LetterNo, Deposit Amount, Processing Charges.



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Validity Checks: 1. All Validity checks of Permanent connection Application Entry

Module is also validated here. 2. Earlier Registration. Date should not be later thancurrent date. Deposit Amount should be non-negative, non-zero numeric value.

Processing Charges should be non-negative numeric value.

LOV Help: Same as Permanent Connection Application Entry Module

To process All-India Wait List Transfer (Outgoing) request

Select New Lines All-India Wait-list Transfer OutgoingAll-India Wait List Transfer (outgoing) Form module will be displayed.

Get the record onto the screen, for which outgoing details are to be entered using Find and

Show buttons.Click Transfer.

( If the Advice Note is already generated for this record , an alert message for Advice Note

Cancellation is displayed. If No is selected on alert, outgoing process will be stopped. IfYes is selected as a response, after Advice note is cancelled (using A/Note cancellation

module i.e. New Lines Advice Note Cancellation ) , continue from the following

step.)

If there is no Advice Note against this record, cursor will go to Transfer to field. Completethe further entries.

Click Save , an Alert message Print Transfer Intimation Letter ? will be displayed. Selectappropriate action.

Similarly continue with another transaction, if needed.

Mandatory items : Transfer To , Reference Letter No.

To Generate & Release an Advice note for Out of Turn Connection

Select New Lines Out-of-turn Connection

Out of Turn Connection form module appears.

Click Insert.Type Unique ID No and press Enter, the details for that Unique ID No. Will be displayed.

Select the Out-of-Turn Code from LOV or type directly.Enter the remaining details.

When all the entries are completed, select Save, press Release button.

Advice Note no will be posted to the respective field.

Note: in the new version, only one officer in the entire SSA can operate these modules.

He is assigned the role 'OOTURN'. The Checks parameter module under the CommercialMasters controls this. In this case the Check number in Checks Parameter master must be

'2'.

To Release Advice Notes for Out-of-Turn cases for which entries are completed earlier but

Advice Notes are not released

Get the required record for which A/N is to be released (Use Find & Show) on the screen.

When the record is displayed, click Release.Advice Note no will be posted to the Advice Note no field.

Mandatory items: Unique ID No, Out of Turn Code, Referred by, Reference No,

Reference Date, Sanction Memo No, Sanction Memo Date, Remarks.



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Validity Checks: 1. Unique ID No entered should correspond to Wait-Listed Applicant.

2. Reference Date, Sanction Memo Date should not be after Current date. 3. SanctionMemo Date should not be earlier than Reference Date.

LOV Help: Out of Turn Code.

Note: The new version accommodates the facility to release advice notes for selected

subscribers from the wait list on a priority basis with the prior approval of the competent

authorities as listed in the Out of turn codes master. Operate through the Out of turnconnection module.

Public Telephones

Public Telephones- Wait List Processing

Unlike the normal New Telephone Connections, for Public Telephone Connections theWait List No will be allotted before Demand Note payment.

After Application entries are over in new lines -> Application Entry -> Public

Telephones, PT-Wait list processing will be done.

Select New Lines Public Telephones Wait List ProcessingPublic Telephones Wait List Processing Form module appears.

Cursor will be in Exchange Code field.

Enter (a) ALL, if process is to be done for all exchanges or (ii) exchange code for

which process is to be done.

Click on enabled process button to start processing the WAIT-LIST.

After the process is over, these applications can be accessed in PT-Allotment module,which will be after Review Committee s Decision.

Mandatory items: Exchange Code.

Validity Checks: 1. Exchange Code should be either ALL or match with entries madein Exchange Code Master module.

LOV Help: Exchange Code.

2.8.0 Public Telephones- Allotment Module

After PT-Waitlist Processing is over, this module is to be run.

Select New Lines Public Telephones Allotment

Public Telephones Allotment Form module will be displayed.

Get the record for which Public Telephone connection allotment is to be done (use Find

& Show).

Click on enabled Allot button.

Click Show All button to view the LOV, List of Allotted PT Applications. Confirmthe application for which PT connection is allotted above is available in the list.

After the Allotment, these applications can be accessed in Application Processing

module.2.8.1 Public Telephones - Cancellation of Allotment

After PT-Allotment is over, this module can be run.

Select New Lines Public Telephones Cancellation of Allotment



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Cancellation of Public Telephones Allotment Form module appears.

Click Find & Show buttons to get the record for which Public Telephone connectionallotment is to be cancelled.

Click on enabled Cancel button. Then an alert showing Do you want to cancel the

application due to NO-RESPONSE from the applicant against allotment? will display. IfYes then current status will be changed to N, so that the application will be kept aside and

will not available for any activities, or else if No then current status will be changed to R

(i.e. that applicant will be moved to initial registration stage) , so that again allotment canbe made in future, if desired.

Click Show All button to view the LOV, List of Cancellation of Allotment of Public

Telephones. Confirm the application for which PT allotment cancellation done above is

available in the list.

After the Cancellation of Allotment, these applications cannot be accessed in

Application Processing module.

2.8.2 Public Telephones Application Processing Module

After PT-Allotment is over, this module can be run.Select New Lines Public Telephones Application Processing

Public Telephones Application Processing Form module will be displayed.

1. To Raise Demand Note for PT applicant, for whom connection is allotted.

Get the record onto screen using Find and Show buttons.

Click the enabled Modify, navigate through the items and enter the D/Note amount inthe second screen.

Click Save to raise the D/ Note. D/ Note No. Will be posted to respective field.

2. To input Bank Guarantee Bond as payment of D/ Note issued against a PTapplication

Click on New lines Bank Guarantee Bonds

Enter a valid Demand Note Number, Bank Code, Branch, Guarantee No and Guaranteedate followed by the currency period of the Bond.

Save the entry.

This module provides for entry of Fresh Guarantees, Renewal of existing guarantee aswell as submission of Additional Bank guarantee.

3. To generate Unique ID No/Advice note for PT applicants, for whom connection isallotted and initial deposit is not required to be collected.

Get the record onto screen click Find and Show buttons.

Click the enabled Modify button and navigate through the items and enter the D/Noteamount as zero or simply press enter at D/Note amount item in the second screen.

i. Then an alert showing Demand Note amount is Zero. Are you sure? Appears on the

screen.

ii. If sure then a) press Ok button. Then cursor will go to save button. b) If you pressessave button an alert showing Do you want to Generate Unique ID No will appear.

Press Yes Unique ID No. Will be generated and posted to unique ID No field and

Generate button gets enabled for further A/Note generation.iii. Otherwise press Cancel button, then cursor is again placed in D/Note amount field.

Proceed from point (I).



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4. To Generate Advice Note for Public Telephone Connection.

To get the record onto the screen click FIND & SHOW buttons.

Generate button will be enabled only if D/ Note is paid.

Click the enabled Generate button.

Alert Message Generate Advice Note? Will be displayed. Click Yes. Then A/ Note will

be generated and A/ Note No will be posted to the Work Order No field.

5. Refund of Public Telephone Connection case: -

a). Before A/ Note is generated

Get the record onto the screen click Find and Show buttons.

Refund button will be enabled only if D/ Note is paid.

Click the enabled Refund button.

Alert Message for Permanent Deletion will be displayed. Click Yes

b). After A/ Note is generated

Get the record onto the screen click Find and Show buttons. Refund button will be enabled only if D/ Note is paid.

Click the enabled Refund button.

Alert Message for Cancellation of Advice Note will be displayed. Click Yes.

Go to New Lines Advice Note Cancellation, cancel the A/ Note and come back to

this module and perform step (a) i.e. Before A/ Note generated.

Release/Print an Advice note.Mandatory items: Apart from Public Telephones Application entry modules

mandatory items, Demand Note Amount.

Validity Checks: Apart from Public Telephones Application entry modules validitychecks, (i) Demand Note Amount should be non-negative.

To Release/Print an Advice noteSelect New Lines Advice Note Release

NTC Advice Note Release form module appears.

Click Clear to make entries.

Work Order no., O/D SDO Code* are the text items to be entered in the first screen. Theitems can either be entered directly (or select from the corresponding LOVs).

When the first screen text item entries are completed the second screen will bedisplayed and C O remarks text item is to be filled up.

Click Save to release the advice note.

If Save button is clicked after making entries an alert is displayed prompting the user

with the message Print Advice Note?Selecting Yes in the alert, Advice note will be printed.

Mandatory items: Work Order No, Telephone No, O/ D SDO Code.

LOV Help: Work Order No, Telephone No, O/ D SDO Code.

*Unlike in the earlier versions, C.O. generates the advice notes. The concerned

D.E(External) will release the advice notes and route them to the concerned field officers.

2.10.0 Vacant Telephone Numbers Module.



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Select New Lines Vacant Phone Numbers

Vacant Telephone Numbers Form module appears.Click Insert button. Cursor will be placed in the Exchange Code text item.

Enter Exchange Code or select it from LOV.

Similarly enter Exchange type or select from LOV.Enter details about Vacant Telephone numbers.

Click Save to save the entries.

Click Show All to show an LOV of List of Vacant Telephone Numbers in all exchanges.Click Modify instead of Insert in case any single or bulk modifications are required to the

existing vacant Telephone numbers. The re-entered details will overwrite the existing

record details even for a range of numbers. After completing entries saving or Canceling

of the entries and exiting the form module described above will hold good here also.Mandatory items: Exchange Code, Exchange Type, Level, from to reserved, STD Status

Validity Checks: 1. From, to should be Numeric, Non-negative, Non-zero, Non-

fractional. 2. From should not be greater than to. 3. To be created or modified Phone Noshould not be (a) a Working Phone No or (b) in Vacant Phones List or (c) should be in

Bill Schedule.

LOV Help: Exchange Code, Exchange, Type, Level, Reserved, and STD Status

To Cancel an Advice Note

They will be cancelled in the Advice Note Cancellation module only.

There may be cases where A/ N needs Cancellation without any link to activities in othermodules. All such Cancellations are also effected in the Advice Note Cancellation

module.

Advice Notes can be cancelled once for all or can be cancelled for Re-release.Advice notes cancelled with Status R (re-release) will be available for Re-release in Advice

note Release module for Re-release by modifying some details without changing the A/N

no.Select New Lines Advice Note cancellation

Advice Note Cancellation Form module appears.Enter the Work Order No.

Click on Modify.The Cancellation Details screen appears. Cursor is placed in Cancellation Status text item.

Fill up the Cancellation status either by typing or by selecting from LOV.

(Cancellation status R re-release C- Cancel).Enter the Cancellation Remarks.

Click Save Advice note will be cancelled. And Cancellation details will be saved.

An Advice Note Cancelled with Cancellation Status as R (re-release) can be seen inAdvice Note Release module.

Mandatory items: Work Order No, Cancellation Status, Cancellation Remarks.

LOV Help: Work Order No, Cancellation Status

Note: Just as in working lines, new lines advice notes recommended for cancellation by the

field units, can be re-released. When the advice note is cancelled its status becomes 'X'. If

the advice note recommended for cancellation is to be re-released, upon the selection of theoption by the C.O., its status becomes 'S'. This is an additional facility given in the Advice

note cancellation module when 'Save' button is pressed.

To Extend the Demand Note Pay By Date for an expired D/ Note



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Select New Lines Demand Note Extension

Demand Note Extension Form Module appears.Fill the Demand Note No. Either by typing or select from LOV

The corresponding Demand Note particulars will be displayed.

Enter the extended Pay by Date.Click Save to save the entries made.

Mandatory items: Demand Note No, Extend Up to.

LOV Help: Demand Note No.

2.13.0 Sub Routing :

Click on PermissionsSub routing from the main menu.This module enables the main user to delegate operation of his menu by his

assistants/subordinates depending upon the permissions granted by him. Permission

codes and their descriptions are available in the system. The user can monitor anyomissions or commissions of the assistant.

***



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SECTION 3 OTHERS(Advice Note Execution Module)

SDO Out Door

The Outdoor work executing officer logs in by entering his username and password.From DOTSOFT main menu, Select New Lines Advice Note Outdoor

Advice note Outdoors form module appears.

Enter the Work Order No. (Can be selected from the LOV)

Click on ModifyOutdoor Details screen will be displayed.

Fill in the Outdoor details.

Click on Save to Save the Outdoor details entered.The user will not be allowed to enter the Outdoor details with Bonafides verified text item as

N.

If Bonafides verified text item is Y and Outdoor Work feasibility text item is N the user is

allowed to Save the Outdoor details but it will not appear in the List of OD WorkCompleted A/N LOV.

If Bonafides verified text item is Y and OD Work feasibility text item is Y the user is

allowed to Save the Outdoor details and will appear in the List of Outdoor WorkCompleted A/N LOV. These advice notes are available for MDF officer in-charge for

entering MDF details.

After one transaction, i.e. on clicking save button, cursor will be on Clear button. Nowanother transaction can be continued.

Mandatory items: Work Order No, Bonafides Verified, O/D Work Feasible, Field

Remarks.The following are mandatory only if Bonafides verified and O/D work feasible are Y

Radial Distance, ADBLA, Posts Erected, Line Wire, Drop Wire, Internal Wiring, Wiringby Subs/Dept, Instrument by Subs/Dept, Instrument Type, Instrument Make, Pillar-In,

Pillar-Out, DP Tag, Vertical No, Rural/Urban.Validity Checks: 1. Bonafides Verified is N , then O/D Work feasible Should be N .

LOV Help: Work Order No.

***



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SDO MDF.

The MDF work-executing officer logs in by entering his username and password.

From DOTSOFT main menu, select New Lines Advice Note MDFAdvice note MDF form module appears.

Enter the Work Order No. (can be selected from the LOV).

Click on Modify.MDF Details screen will be displayed.

Fill in the MDF details.

Click on Save.

If MDF Clearance is N user is forced to enter the Return Remarks text item. On filling up theReturn remarks and saving the details the Advice note will not appear in the List of MDF

Work Completed NTC Advice Notes LOV.

On saving the details the Advice note will appear in the List of MDF Work Completed NTCAdvice Notes LOV with Advice Note status I indicating that it will be available in List of

Indoor Work pending NTC Advice notes. These advice notes are available for Indoors

officer in-charge for entering Indoors details.After one transaction, i.e. on clicking save button, cursor will be on Clear button. Press Enter

or Click on Clear button to enter work order no. For filling up the MDF details for another

advice note

Mandatory items: Work Order No, Loop Resistance, MDF Clearance, Return Remarks(if MDF Clearance = N)


***



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SDO IndoorLog in with the User name and password assigned for the Indoor in-charge.

Select New Lines Advice Note Indoor details

NTC Advice Note Indoor form module will be displayed.Enter the Work Order No. Directly or Select it from the LOV.

Work Order details will be displayed and cursor will be on Modify button.Click on Modify.Enter the Indoor details. Cursor will be on save button.

Before Saving the Indoor details Click on Advice Note details button if you want to see the

Advice note details.

Click on save button to save Indoors details entered.Click on Cancel to cancel the Indoor details entered.

After saving or Canceling Click on Clear button to clear the form and enter another Work

Order no. For entering Indoor details for any Indoor Work Pending NTC Advice note.Click on Show All button to show all the Indoor Work Completed NTC Advice Notes with

Advice note Status T (Test Desk Pending).

Note: -Mandatory items: Work Order No, Equipment No, OMR


****



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SDO Test Desk

Log in with the User name and password assigned for the Test Desk in-charge.

Select New Lines Advice Note Test Desk NTC Advice Note Test Desk form module will be displayed.

Enter the Work Order no. Or Select from the List of Test Desk Work Pending NTC A/N.

Click on Modify button.Form for entering Test Desk details will be displayed.

Enter the details.

If Test Desk Clearance text item is other than Y (Other options are I for Indoor fault and O

for Outdoor fault) thenCursor will go to Return remarks text item, which is mandatory.

(ii) After entering return remarks, cursor will go to save button.

ElseIf DBA clearance is available for a particular exchange on a particular day, then

Cursor will go to installation date text item enabling AE_TD to input installation date

(which should not be after current day).

After entering installation date cursor will go to save button.

Else

Cursor will go to save button.Before Saving the Test Desk details Click on Advice Note details button to see the Advice

note details.

Click on save button to save Test Desk details entered. If the Test Desk Clearance is Y, thePermanent Line Created!! alert will be displayed. The Advice note attains the Status C

(Completed) and can be seen in List of Completed Advice Notes by clicking on Show All

button. If the Test Desk Clearance is I - the Advice Note is routed to Indoor, and if it is O

- the Advice Note is routed to Outdoor as I indicates indoors fault and O indicates outdoorfault.

Note: -

Mandatory items: Work Order No, Test Desk Clearance, Return remarks (if Test DeskClearance is other than Y) If DBA clearance is available for an Exchange code on a

particular day then Installation date should not be after current day.


***

WORKING LINES



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ACTVITY FLOW CHART


Registration of request

Request approval

AO to CO clearance

CO to AO clearance

Demand Note Generation

A/N Generation

A/N Release

Execution by Field Units

Demand Note Payments

1. Payable 2. Billable


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SECTION 4- WORKING LINES

(OPERATORS ACTVITY)

4.0 REQUEST REGISTRATION :

All requests for Shift, Transfer, Closure, Provision of Safe Custody, Reconnections etc.

received are registered by counter operator . The operator has to ensure that all necessaryparticulars specific to the request are furnished and duly signed by the subscriber.

4.1

Select Working Lines Request Registration Requests

Request Registration form Module appears. Some fields are highlighted and some are

not highlighted.

Fields, which are not highlighted, are Unique ID No, Exchange Code, CustomerName, Installation Address, Category Code, Current Status, STD Status, Class Code,

Installation Date, Connection Type, Request No & request Date

Fields, which are highlighted field, are Phone No., Exchange Code, Type of the

Exchange, Activity Code( all these can be selected from LOV by pressing enter key eachtime), Signed Person Name, Designation, Name Tallied, Address Tallied, Link with

Request No, Link with Activity & All Documents Submitted (At the operator level, this

has not much relevance, in the sense that entering Y or N against this field has littledifference. It is the Commercial Officer, who has to ensure whether all the required

documents, wherever necessary, are submitted by the subscriber before giving his

approval for execution of a request.)

The Highlighted areas are the mandatory fields in which data is to be entered.

Description of the field is given to the left of every field.

If the Telephone Number entered is not existing anywhere in the SSA then a messagewindow with message No Subscriber exists with this No. . Do you want to Enter this

as a Suspense Request ? appears keep it in the suspense queue by clicking the Yesbutton below the message.

After entering appropriate data in the Phone No. field (and if need be, in Exchange Code

field), the concerned subscribers details such as his Unique Id No, Name, Address,

Category, Current Status, STD Status, Class Code, Installation Date and Usage Code aredisplayed. The Sub Details button becomes enabled.

The cursor moves to the Activity Code field. Type the activity code or press enter. List

activities appears. Select the Activity code from the list & press Enter key.

The respective Activity code Module ( shift, transfer, Conversion, Change of Indicatoretc.) appears

Fill in the particulars in the activity code module.(If there is any request already pending

with the activity code entered, the alert message is displayed.)

In the request registration module , if either the Name Tallied or Address Tallied fields

are not true, an alert gets displayed, in such case the request is to be rejected

If both the Name and Address are tallying, then check up whether the present request ofthe subscriber has any inter-dependent request pending. If so, link this request to the

pending request by entering Y against Link this request field. Otherwise say N.

If Y, enter the registered request No. in Link With Request No field.

Press Enter Key.



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Click Save to register the request with due allotment of Request Registration No. and

Registration Date

After allotment the Print button becomes enabled & can be printed.

In Case of

4.2 All India Shift, All India Shift Address module appears. Enter the All India Shift

Address details.

4.3 Transfer, Transfer details module appears . Enter the particulars (Except in thecase of Transfer Change of Name / Due to Marriage (TFRN), in all other transfercases, all the fields in the above window are accessible and modifiable.)

4.4 Extension of Casual connection , Extension of Casual Connection module

appears. Fill up the Extension Details such as Sanction Memo No, Sanction MemoDate and Extension Duration ( in Days). ( If the number of days of extension

together with the originally sanctioned period of casual connection is more than

30days, an error message is displayed.)

4.5 Extension of Temporary Connection , Extension of Temporary connection

module appears. The Wait list details of Permanent connection registration

particulars of the sub are to be entered, then only it is possible to enter the

particulars in Temporary Connection extension module. Enter the details SanctionMemo No, Sanction Memo Date and Extension Duration (Days).

4.6 Requests for change of indicator , Change Of Indicator module form appears. The

cursor is in New Phone No field. (I) For change of indicator without choice, pressenter key to see the list of vacant phones. Select the phone number, which conforms

to the Exchange type, STD status of the old phone. (ii) For change of indicator with

choice, enter the new choice indicator details. This choice indicator shouldnecessarily exist in the vacant phone numbers list. If the choice indicator of the

subscriber is not vacant for allotment, the subscriber may be informed accordingly.

If the choice indicator exists then the Save button becomes enabled.

4.7 Permission for Private/Commercial use ( or Tenant usage withdrawal of

permission), Tenant Usage Details module appears.. Find out that the Class codeand Usage code of the Tenant. Enter the tenants details .

4.8 Request Registration for Change of billing/postal address, the module form specificto the activity involved appears for inputting the activity related information i.e.

New Billing Address or New Postal Address as the case may be. Enter the new

Billing/ Postal address. If the request is for change of both billing and postaladdresses, two separate requests have to be registered, one for each. .

4.9 Extension of Safe Custody Period: After entering the activity code , type in the

extension period. Click on the Save button to register the request. Take printout ofthe Request Registration Letter and hand it over to the subscriber in token of having

registered his request.

4.10 Other requests viz. Activities like Accessories Provision, AccessoriesDisconnection, Facilities Provision, Facilities Disconnection and Voluntary Closure

of Permanent Connections are to be registered as per activity code. However the CO

approval will be dealt in category Others.

Mandatory Items: Phone No., Exchange code, Activity code, Name tallied, Address

tallied, Link the request, All documents submitted.

LOV: Activity code



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SECTION 5 WORKING LINES

(COMMERCIAL OFFICERS ACTVITY)

5.0 REQUEST APPROVALSEvery registered request is allotted with request No. Every request is registered

with a Request Status initially. Request status gets changed during its processing until itis successfully completed or till it is cancelled.

Request Cancellation:-

After request registration, the customer some times may cancel his request by duly

giving a letter to that effect to the Commercial Officer. If the request is cancelledbefore issue of the Advice Note, the record is deleted from the request store. Otherwise,

the Advice Note is to be cancelled first and then the request. (Advice Note can be

cancelled by the Commercial Officer only)

Click on Working Lines Requests Cancellation

Request No. And Cancel Request fields are highlighted.

Enter the Request No. some important details are displayed.

The cursor moves to Cancel Request field.Note:

In case A/N is issued, the alert message First Cancel Advice Note is displayed. In

which case you are required to cancel the Advice Note before actually canceling theRequest.

Mandatory items: Request No. & Cancel request

5.1 Approval for Shift Requests: (SFT )

Click on Working Lines Requests Approval -- Shift Requests

Shift request form module appears

Type the request number (or by selecting it from the list of requests) and press enter. If the shift is within the same exchange, the activity code SFTSXG is entered. If the

shift is from one exchange to another exchange within the same station, the activity

code SFTMXG is entered. Some important details of the customer are displayed.

Click on the Request Details button, important details of the request, as entered by theoperator at the time of registration of the request, are also displayed.

Click Modify for modifying any of the details, if required.

After entry of the activity code SFTSXG/ SFTMXG, the cursor moves to the SignatureTallied field.

After due verification of the recorded Signature, type Y

Fill the remaining rows

A) In case of SFTSXG, there are five possibilities

I)

If either the Signature Tallied or All Conditions Satisfied field is negated, the cursormoves to the Discrepancy Remarks field. Enter Discrepancy Remarks.

Click on the Save button. An alert window is displayed for printing the Discrepancy

Letter to the Customer. Request status is set to 'D'.



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ii)

If the Signature Tallied and All Conditions Satisfied fields are set to Y, the cursor isin Shift feasible field

Click Y (Normally, shift within the same exchange does not involve change of

indicator. If for any reason, change of indicator is anticipated, it is advisable to include,among other things, the availability of vacant phone number, in the feasibility check.)

iii)

If Shift Feasible is N and if the subscriber asked for continuance of his telephone atits present place of working, an alert is displayed with the message keep the request

under waiting--. Click Yes to keep the request waitlisted otherwise click on No.

iv)

If Shift Feasible is N and if the subscriber asked for disconnection of his telephone atits present place of working, an alert is displayed with the following text: Release

Disconnection Advice Note and Keep the Request under Pending Shift .

Click Y. The cursor moves to the Non Feasibility remarks field. Enter the reasons for

non-feasibility.

Click on the Save button. Advice Note for disconnection of the telephone at the

present address is generated and the work order number is displayed against ClosingWork Order No field. The request is waitlisted with status W.

v)

If Shift Feasible is Y, demand note amount (billable) is automatically displayed inthe Demand Note Amount field and the Save button is enabled

Click on save button. Shift work order is generated and the work order number is

displayed.

B) In case of (SFTMXG):

After entry of the activity code SFTMXG, the cursor moves to the Signature Tallied field.

The steps involved are similar for with in the same exchange.i)

In case of Multi-exchange shifts, if the request status is marked D for discrepancy due tonon-fulfillment of eligibility condition, the request cannot be reopened for giving approval.

The following alert message is displayed when you try to reopen the case. The Phone is

not eligible for Shift. The Commercial Officer has to delete the request by canceling it.ii)

The cursor moves to the Shift Feasible field. (Feasibility report is not obtainable

online.) After ascertaining the feasibility for the shift, set the Shift Feasible field to Yor N. ( It is advisable to include, among other things, the availability of vacant phone

numbers in the new exchange, in the feasibility check. )

If Shift Feasible is Y, the Demand Note Amount (billable) is displayed. The cursormoves to the New Exchange code field

Enter the exchange code depending upon the shift address. The cursor moves to the

New Phone No field. (A list of vacant phone numbers in the new exchange is displayed

if you press Enter key. The commercial officer is required to select the phonenumber, taking cognizance of the column headings in the LOV ).

Click on Save button.

Two work orders are generated, While one is for the disconnection of telephone at thepresent place working (Closing Work Order), the other is the shift work order.



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iii)

In case of non-feasibility follow either Step iii) or iv) of SFTSX

Mandatory Items: Registration No., Name tallied, Address tallied, Link the request,

All documents submitted, Shift eligible, Shift feasible & new phone No.

5.2 ALL INDIA SHIFT REQUESTS: (AIS)

Shifts involving two exchanges in two different stations are considered All India

Shifts. All India Shifts are classified into two categories namely All India Shifts

within the same SSA (AISWC) and All India Shifts outside the SSA (AISOC). All

India Shifts Outgoing (Closing) are dealt in this module.

Click on Working Lines Requests Approval All India Shift Requests

All India Shift request approval modules appear.

Enter the request number. Press Enter Key.

Fill up Signature Tallied and All Conditions Satisfied fields.( AO reference is

optional) Fill up All India Shift Approved field.

Click on Save. All India Shift Closing Advice Note is generated.

Note: Unlike in All India Shifts Within SSA, in case of All India Shifts outside SSA the

unique identification number of the Customer gets changed. The account of thesubscriber at one station gets closed and another account with a different unique

number is opened at the new station. At the new station, All India Shifts incoming are

dealt by New Line registration module. Priority will however be given for All India

Shift Incoming requests.Mandatory items: Request No., Name tallied, Address tallied, Link the request, All

documents submitted, AIS approved, AO reference, Non feasibility & discrepancy

remarks.

5.3 Transfer Requests :

Click on Working Lines Requests Approval Transfer Requests

Enter the transfer request number.

Transfer request module appears

(Note:- While considering the transfer requests for approval, CO shall ensure thatthere are no other requests except shift pending on the given telephone number.

Clicking on the Pending Requests button provides the necessary information.)

After conducting the common checks listed under the heading Approval set the

signature Tallied and all conditions satisfied fields to Y . (If N is entered in eitherof these fields, the request can be kept under Discrepancy and a letter to that effect duly

giving the nature of discrepancy can be sent to the subscriber. On receipt of thediscrepancy letter, if the subscriber clears the discrepancy, CO can process the requestfor approval.)

AO reference is mandatory in certain cases & optional in others (The System guides

the Commercial Officer accordingly). Set the AO reference to Y.

Mandatory cases can approve only after clearance by the AO. AO while giving

clearance also mentions the amount to be collected in the form of deposit etc

Those requests, which do not required reference to AO, CO can approve themstraightaway.



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If the Request Approved field is set to Y, the Demand Note amount is displayed.

Clicking on the Save button. Demand Note No. is posted to its field & Demand notecan be printed.

In Case of all Transfer Requests, Demand notes are issued. Until and unless the Demandnote is paid, the transfer request is kept pending.

Mandatory Items: Registration No., Name tallied, Address tallied, Link the request & All

documents submitted.

5.4 SAFE CUSTODY/ Extension of Safe Custody Period/Reconnection from Safe

custody:

Click on Working Lines Requests Approval Safe Custody

Enter the request number. (CO has to conduct the common checks listed under the

heading 'REQUEST APPROVAL.)

Every request for Safe custody provision/ Period extension has to be necessarily

referred to the Accounts Officer for his clearance. )

Set the AO reference to Y.

After getting AO clearance, depending on the merits of each request, set the RequestApproved field to Y.

The Demand note amount is displayed. Save button becomes enabled.

Click on save button. Demand note is raised. Take printout of the Demand note.Note:

In case of

i) Safe custody /Extension of Period: Demand note has to be paid before the Advicenote is generated. Outdoor / Indoor can recommend for cancellation of a work order

duly giving reasons for such recommendation.

ii) Request from reconnection from safe custody: Demand note for the reconnectioncharges and the amount referred to by AO, if any, is billable. An Advice note is also

generated simultaneously. Hence advice note can be released without prior paymentof demand note.

Mandatory Items: Registration No., Name tallied, Address tallied, Link the request& All documents submitted.

5.5 Conversions:

Click on Working LinesRequests ApprovalConversions

Enter the Conversion request number.

Set the Signature Tallied and All Conditions Satisfied fields to Y. The cursor movesto Request Approved field. Click Yes & press enter.(Reference to Accounts Officer

is not needed for any type of Conversion . ).

Some conversions are chargeable for which demand note is generated & forremaining the demand note is included in bimonthly bills.( In later case A/N is

generated immediately. In the former case after payment of demand note , A/N can

be generated.).

Since some conversion activities namely CONCL and CONCO are completed at COlevel only. Work orders are released and completed in the background.

In respect of other types of conversions, the generated work orders have to be released

separately.



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Mandatory Items: Registration No., Name tallied, Address tallied, Link the request &

All documents submitted.

5.6 Extension of Casual/Temporary Connections:

Once a Casual or Temporary connection is provided it becomes a working connection.

As such requests for extension of an existing Casual or Temporary the Working Lines

modules deal connection. Click on Working LinesRequests ApprovalCasual/Temporary

Connections

Enter the request number in the Request Approval window.

Set the Signature Tallied and All Conditions satisfied fields suitably to either

Y or N.

Set the AO Reference field to Y ( reference to AO is compulsory). Save

button is enabled.

Click on Save to make the request available to AO. Until and unless the

AOs clearance is received, the request cannot be approved by the Commercial

Officer.

The remaining procedure approval of CO, Demand note generation, A/N

generation are similar to process of any other request approval.

Mandatory Items: Registration No., Name tallied, Address tallied, Link the request& All documents submitted.

5.7 CHANGE OF INDICATOR AT THE REQUEST OF SUBSCRIBER:

Change of Indicator can be either due to Subscribers own request or due to Department

reasons.

A) If the change is due to subscribers request

Click on Working LinesRequests ApprovalIndicator Change

Enter the Request No.. Set the Signature Tallied and All Conditions satisfiedfields to Y.

The cursor moves to the Request Approved field. Set the Request Approved

field to Y. (Since these requests do not require reference to the Accounts Officer.).The Demand note amount is displayed.

Click on Save button to generate the Advice Note. The Demand note number

and generated advice note number are displayed. (The Demand note amount is

collectable through bimonthly bills of the subscriber. Hence demand note paymentis not a pre-requisite for release of work order.)

Note:Commercial Officer can utilize the Pending Requests, Subs Details and RequestDetails buttons to help him in processing the requests for approval. By invoking the

Request Details window, the commercial officer can make changes to the entries made

by the operator, wherever he feels necessary including the New Phone number field.

B ) Change of Indicator due to Departmental reasons: (CHGID): (Area transfer)

Due to technical reasons, it may be felt suitable and necessary to shift those telephones

from the existing exchange to the neighboring exchange. This may result in change of



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indicator. The concerned commercial officer carries out this activity at the instance of

the department and. As such, there is no request from the subscriber of the telephone.Hence there is no request registration. This activity is also termed as Area Transfer to

due departmental reasons.

Click on Working LinesArea Transfer

The Single Indicator Change due to Departmental Reasons window appears. The

window is titled so because the Commercial Officer has to effect area transfer oftelephones one by one from one exchange to the other.

The cursor blinks in the Exchange Code field under the heading Area Transfer

From.

Enter the exchange code and thereafter the telephone number which is tobe transferred in the From Phone No field.

Click on the Subs Details button to know the subscriber details. Otherwise, enter theExchange code under the heading Area Transfer To as the cursor moves to that

field.

Enter the new telephone number in the To Phone No field. (If the telephone number

entered is not vacant in the given exchange you will be presented with a list of vacantphone numbers in the new exchange. Select the telephone number from the list by

taking in to account the STD status and Reserved fields therein. ).

The cursor moves to the Meter Change field. In some stations where multipleexchanges are existing, there may not arise a need to change the indicator in case of

area transfers. In other words, the same indicator continues after area transfer also. In

some stations indicator change takes place in case of area transfer. While there is noneed for meter change in the former case, in the latter case meter change takes place.

Hence set the Meter Change field to Y for yes or N for No.

Click on Save button to effect change in the indicator.

Note: Advice note is not issued in respect of Area Transfers. Noting down ofCMR/OMR in respect of Area Transfers is carried out by the Indoor.

C) Change of Indicators In Bulk (CHGIB) :

DBA clearance is required for operating bulk indicator change module.

Whenever expansion takes place in an exchange, with the increase in the capacity ofthe exchange, the exchange levels may also get changed.

Whenever bulk indicator change takes places due to change in levels, 6-digit numbers

may get changed to 7-digit numbers or the like. The concerned commercial officer is

vested with the powers to effect these changes. Hence the Department itself initiatesthis activity without any request from the subscriber. The commercial officer invokes

the Bulk Indicator change module.

Clicking on Working LinesLevel Change.

Enter the Exchange Code and the Old Level in the respective fields.

Enter starting and ending telephone numbers in the given level against the FromPhone No and To Phone No fields.

If change of the Level is involved enter Y Else N in Change level field.

If meter change is there enter Y in Meter change field else enter N .



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The cursor moves to the New Level field. Enter the New Level. As soon as you

press the Enter key the following caution message appears.

Click on Process button effects necessary changes in the database.

5.8 TENANT USAGE :

The subscriber of a telephone has the facility to permit his tenant to use his

telephone. The tenant can use the telephone either for private use or for commercialuse. Subscriber has to obtain permission from the Department for use of histelephone by his tenant. These requests are chargeable. The onus of settlement of

telephone bills however lies with the subscriber only. The subscriber at a later date

can request the Department for withdrawal of tenant usage permission. Hence theactivities under Tenant usage can be, 1) Tenant Usage - Permission for Private Use

(TENP) 2) Tenant Usage - Permission for Commercial Use (TENC) 3) Tenant

Usage - Withdrawal of Permission (TENW)

Click on Working LinesRequests ApprovalTenant Permission.

Enter the request No., & set the key fields to Y or N considering the merits of eachcase.

Commercial Officer has the option to either refer the request to the Accounts Officer

or not. If the AO reference is sought, CO has to wait until the AO clearance isreceived for the request( in case of TENP/TENC cases AO reference may be sought).

If AO reference is not required, the request approval field is set to Y.

Click on Save button to release a Demand Note. Demand Note number is displayedon the Screen. Payment of Demand note is essential to further process the request.

No charges are payable by the subscriber in this case of Request approval for TENW.

Advice Note is generated when save button is clicked.

5.9 CHANGE OF BILLING/POSTAL ADDRESS :

The subscriber has the facility to change his billing address (CHGBA) or postaladdress (CHGPA) .

Click on Working LinesRequests ApprovalBilling/Postal Address Change.

Enter the request number and set the Signature Tallied, All Conditions Satisfied andRequest Approved fields to Y the Save button becomes enabled.

Click on the Save button. Advice note is released and work is completed

simultaneously. (As such, the Commercial officer is advised to view the requestdetails by clicking on the Request Details button before clicking on the Save button..

These requests are executed free of cost.) The Work order number under can be seen

which work has been completed against the A/N No field.

5.10 OTHER REQUESTS:

Certain activities like Accessories Provision, Accessories Disconnection, FacilitiesProvision, Facilities Disconnection and Voluntary Closure of Permanent Connections

are dealt in this category.

Click on Working LinesRequests ApprovalOther Requests.



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A) Requests pertaining to Provision or Disconnection of Facilities of all types

In the Request Approval window enter the request number.

AO Reference is optional. Click Y in AO reference field. Where a request is

referred to AO, CO has to wait until AO gives his clearance for approving therequest. AO while giving his clearance also refers to CO any amounts, in the

form of deposits, to be collected from the subscriber.

Suitably set the Signature tallied and All Conditions Satisfied fields. If anyof these two fields is set to N, the request is kept under discrepancy and a letter

to the subscriber describing the nature of discrepancy is printed. If both these

fields are set to Y, the cursor moves to the Request Approved field. If theRequest is approved set it to Y. Otherwise the request will be wait listed.

Not all requests are chargeable. Where it is chargeable, demand note

amount is displayed. Ex. FAPTBF (Provision of Trunk booking facility).

Click on save button to raise a demand note and generate an advice note

simultaneously. Where Demand note is payable before issue of advice note,

advice note will be generated after payment of demand note.

Where demand note payment is not a prerequisite for issue of Advice note,demand note amount will be collected through telephone bills.

B) Approval of Requests for Provision / Disconnection of Accessories:


AO Reference is optional. Where a request is referred to AO, CO has to wait

until AO gives his clearance for approving the request.

AO while giving his clearance refers to CO amounts, if any, to be collected

from the subscriber in the form of deposits.i) Suitably set the Signature tallied and All Conditions Satisfied fields.

If any of these two fields is set to N, the request is kept under discrepancyand a letter to the subscriber describing the nature of discrepancy is printed. If

both these fields are set to Y, the cursor moves to the Request Approvedfield. If the Request is approved set it to Y. Otherwise the request will be

wait listed.

ii) Click on save button to print the Demand note. The Demand note hasto be paid by the subscriber for issue of advice note.

C) Approval of Requests for Voluntary Closure of Permanent Connection:


Check the Signature of the subscriber.

Suitably set the Signature tallied and All Conditions Satisfied fields. If anyof these two fields is set to N, the request is kept under discrepancy and a letter

to the subscriber describing the nature of discrepancy is printed. If both these

fields are set to Y, the cursor moves to the Request Approved field. If theRequest is approved set it to Y. Otherwise the request will be wait listed.

Click on save button to generate an advice note.

5.11 Disconnection/Closure/Reconnection : -

Click on Working lines Discon./cls./rec.



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Discon./cl. Excluding non payment cases & A/N generation module appears.

i) In case of Closure of casual/ Temporary connection on expiry :

Click Radio button of Casual or Temporary connection

Click expiry

Closure of Casual /Temporary connection upon expiry module appears.

Click find

Input Unique ID or Exchange code & phone No. OrClick show & press enter key to see the expiry cases.

Click process

A/N is generated.

ii) Misuse cases (Disconnection/Closure/ Reconnection):

Click radio button of Disconnection or closure or Reconnection.

Click on Misuse

Disconnection due to Misuse or Closure due to Misuse or Reconnection due to Misuse

module appears

Input station code & phone No. Click Disconnect or Close or Reconnect

A/N is generated.iii) Non payment cases :

Click on non payments Tab to view the non payment cases

For generating A/N for closure due to non payment Click on Generate A/N

A prompt message are sure appears

Click OK

A/N is generated

5.12COs Approval after AOs Clearance :

[AO Clearance to COs references: To invoke the AO Clearance module, click on

TRAAO to CO Clearances Enter the request number. Enter the Deposits, if any,

collectable from the subscriber for the activity involved and thereafter set the All Dues

Cleared and AO Clearance to CO fields to Y. Click on Save button to record AOsClearance to the request referred to by CO. ]

Where CO referred the requests to AO for the latters clearance, CO has to wait until

the requests are cleared by AO. On receipt of AOs clearance, CO can reopen the

request for giving his approval. Invoke the Request Approval window

Click on Working LinesRequests ApprovalOther Requests

Set AO to CO clearance Y. Set Y in the request approval field

Click Save.

Demand note is generated and posted to demand note field if the amount ispayable.

Or

Work order is generated along with demand note if the amount is billable.

{Online Payment of Demand Notes: Click on TRAOnline Payments to invokethe Online Payments module. Enter the Demand note number and payment details.



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Print the Receipt in token of having received the payment from the subscriber. Click on

Save to record the payment details. An advice note is generated simultaneously in thebackground. }

5.13 Release of generated Advice Notes :Advice notes are generated in respect of the above kinds of requests, some

immediately after COs approval and some after payment of Demand Notes. These

generated advice notes have to be separately released by the commercial officerusing the Work Order Release Module. To invoke this,

Click on Working LinesAdvice NotesRelease

Work order release form module appears

The Work order No, SDO Code etc. fields are highlighted.

The cursor appears in work order field

Enter the work order number, which is generated but not yet released. OR

If the work order number is not known press the Enter key. The list of all

generated work orders appears. Select the required work order

After entry of the Work order No. Some important details are displayed and the

cursor moves to the SDO Code field. Press Enter key to view a list of valid SDO Codes. Select the SDO code from the

list.

The cursor moves to the Is It Covering A/N field.

After the SDO Code is entered,

a) if the Covering A/N field is set to N or

b) if the Covering A/N field is set to Y and Date of Completion is entered, the

cursor moves to the CO Remarks field. The Commercial officer, if required, enterstext of about a maximum of 100 characters.

Click enabled Save button. Work order is released.

You are prompted to opt for Printing of advice note or no printing.

Except for Covering Work orders, all other work orders released are nowavailable to the field units subject to the Flow Codes.

NOTE:To know how a work order gets completed is dealt separately under the heading Field

and under the sub-headings Outdoor, MDF, Indoor and Test Desk. Some work orders

released get completed at the C.O. level itself.

5.14 Advice Note Cancellation:

Commercial Officer is the only authority vested with the power of canceling any advice

note before its completion. Advice note can be cancelled by the Commercial Officer athis own instance or on the request of the Subscriber or on the recommendations of the

field officers. Once the Work order is completed, it cannot be cancelled. Cancelledadvice notes are available for reports and other purposes. Cancelled advice notes bearthe status X for cancelled.

Click on Working lines Advice Note Cancellations

Advice Note cancellation module appears

Click on Show button to view a list of all advice Notes awaiting cancellation..

The status Z means recommended for cancellation by the field unit. The Commercial

Officer can either select one at a time from the list or enter a Work order number whichis to be cancelled



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After entry of the Work order No, some important details of the Advice Note and

particulars of demand note are displayed along with the field remarks.

The cursor moves to the Cancel Y/N field. Say Y and fill up the Cancelled

Remarks.

Click on Save to cancel the Advice Note.

After cancellation of the Advice Note, an alert is displayed Delete Request Also

?

Click on Yes to cancel the request also.

Deletion of request is better resorted to after cancellation of Advice Note.

A similar request from the subscriber can be processed after a fresh request is

registered.

5.15 Demand Note Extension :-

Sometimes, it so happens that he does not pay the demand note issued to the customer

by the Pay-by-date. In such cases, the demand note is to be revalidated by extending

the pay-by-date. This is done by the C.O. For revalidating the lapsed demand note,

Click on Working Lines -> Demand Note Extension Input the Demand Note No.

Enter the date to which the extension is required.(Remember that the date is to be

entered in the format ddmmyyyy.)

Clicks save for effecting extension date.

If you want to take a print out of the revalidated demand note, y