INTRODUCTION

This software has been developed to cater for the computerized tracking and
management of Way Bills received from the State Government. This software is also
being used exclusively to cover up the part of Indirect Taxation relating to the
utilization of items received thorough Way Bills.

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

 Client – Server Architecture

SERVER

CLIENT 1 CLIENT 2 CLIENT 3 CLIENT n

BLOCK DIAGRAM

Receipt of Way Bill

from West Bengal
Govt.

Issue of Way Bills to a

department

Department

Utilization of Way
Bills

Items received through

Way Bill

Finalization Sale of Received Use of received items

(Form 54) items other than sale
OUTPUT FROM THE SYSTEM
There are different types of reports generated from the system. Print area in each
module allows printing all the pages of the generated report i.e., ‘All’ option or part
thereof through ‘Range’ option. Excel button in each report form will transfer the data
in Excel format. Preview button shows preview of the generated report on screen
before obtaining hard copy of the report from the system.
The reports are discussed below : -
i) Received Way Bills : Gives a list of way bills form the West Bengal Govt. based
on specified date range.
ii) Temporary Issue
Gives the detail of temporary issue of way bills made based on
specified set of way bills received. This report is very much useful when an
organization needs to get fresh set of way bills from State Govt.
iii) Cancellation / Loss of Way Bills
Gives the detail of cancelled / lost of way bills based on specified set
of way bills.
iv) Way Bills in Transit
Gives the information about the way bills in transit based on
specified set of way bills. It means the way bills which are issued but not yet
utilized and the way bills entered in Temporary Issue module.
v) Final Bill Statement (Form 54)
Gives the information about the way bills which are finalized through
the Finalization module.
vi) Issued But not Utilized
Gives the list of way bills which are issued but not yet utilized. This
report comes in the order of Departments to which way bills were issued. The user
can also view this report for a particular Department by selecting a Department
from Department list.
vii) Branch Transfer (F Form)
It Gives the information about the goods received from out
side of West Bengal on Branch Transfer basis. This report is based on specified
range of Challan / Invoice Dates and in the order of Branch Office, Month of
Challan / Invoice Date & Way Bill No.
viii) Branch Transfer Received
It gives the information about the goods received from
outside of West Bengal on Branch Transfer basis. This report is based on specified
range of Entry Dates to West Bengal and in order of Branch Office & Way Bill
No.
ix) Branch Transfer (Out)
It gives the information about the way bills outgoing on the
basis of Branch Transfer. This report is generated on the basis of specified range
of Challan /Invoice Dates and arranged in the order of Branch Office &
Challan/Invoice Date.
x) Goods Received From Suppliers
It gives the information about the materials purchased from
out side states. The report is sorted by Rate of CST & Date of Issue.
xi) Imported From Outside India
xii) Other Than Sale
It gives the information of the items which are utilized for
purposes other than sale like AMC,Demo,Free Supply etc.
xiii) Dispatched Outside State for Free Supply
It gives the information about the items which are
dispatched to outside states for free supply. The report is organized by city of
customer.
xiv) Stock in Hand
It gives the Stock in Hand report of items received through
way bills. This report is arranged in the order of Department.
xv) Closing Stock
It gives the current status of Closing Stock of items received
through way bills. If ‘Include Zero Stock Item’ option is checked, it will show all
items including the items having zero stock.
xvi) Final (In)
It gives the detail of goods brought into West Bengal using
way bill.
xvii)Final (Disposal)
It gives the detail of goods disposed off for various purposes other
than sale.
xviii)Sale Report : By Entry Date to West Bengal
It gives the detail of sold goods which are brought into West Bengal
through way bills. This report is generated on the basis of Entry Date to West
Bengal.
xix) Sale Report : By Way Bill No.
It gives the detail of sold goods which are brought into West Bengal
through way bills. This report is generated on the basis of Way Bill Number.
GENERIC FEATURES
There are some generic features available in the system. It helps the user to make
use of the system easily. This features are available in almost each module of the
system. The features are discussed below : -
i) The following commands or some of them are provided in each module to
facilitate generalization in the system.

Add To append new record. Top (Alt To see the First

(Alt + A) + T) Record.

Save To save a new or modified record. Prior (Alt To see the previous
(Alt + S) + R) record from current
position.
Exit To quit from the current module. Next (Alt To see the next record
(Alt + E) + N) from current position.

Del To delete a record. A ‘Delete’ message will Bottom (Alt To see the last record.
(Alt + D) appear. Press the Yes button to confirm the + B)
act of deletion or press the No button to abort
the said action.
ii) Searching Procedure :
a) Sequential Searching : The Top, Prior, Next and Bottom buttons are used
for sequential searching of the records.
b) Random Searching : One can view the required record by searching at
random and it is done by giving the value of a specified field. e.g.,

In the above module (Customer Master) just type in the name of the customer
and press Enter. It will show customer’s entire information in the screen.
As user types in the customer’s name, the popup list will shrink to fewer
choices, so that, user can also select the required customer without type in the
customer’s name in full.
iii) On line Master Entry
Generally master entries are required to store the static type information in
view of speeding up the input procedure and making it less error prone in different
modules. On line master entry is a very useful feature. Suppose you are issuing an item
to a customer who is new. Here you don’t need to close your current module and open
the Customer Master module to enter the information of the customer. You just click
the button available beside the Customer field. It will open the Customer Master
module. Here you type the necessary information about the customer and save it. Now,
when you close the module, the customer name will automatically appear in the
customer field as well as the customer information is permanently saved in customer
master. This feature will speed up the entire operational procedure.
GENERAL INFORMATION
i) User Level Security System :
a) There are four levels of users, viz., Administrator, Supervisor, End User and
viewer.
b) There are only one Administrator provided by the system.
c) The Administrator can create any number of Supervisors, End Users and
Viewer.
d) The Administrator can make any Supervisor, End User as well as Viewer
inoperative.
e) None but the user can only change his/her password.
f) No two user can log on using the same UserName and Password.
ii) Level of Access :
a) Administrator : All
b) Supervisor : All except Create User, Backup & Security and addition
or modification of receipt of way bill from W. B. Govt.
c) End User : All except Master entry, Backup & Security and addition
or modification of Receipt of way bill from W. B. Govt.
d) Viewer : Only can able to view the reports. It is to be noted that
viewer is not authorized to generate any Excel report from
the system.
. iii) Data Level Security System :
a) Auto Backup :
Every time user logs onto the system, data backup is taken
automatically. Backup log shows every log-in date & time along with the user’s
name and his/her status.
b) Data Distribution :
Financial year wise data distribution is followed in the system. It caters user
friendliness. Moreover, it will speed up the processing speed and protect data from
corruption.

c) Referential Integrity :
Referential Integrity of data is maintained in different level throughout the
system to prevent any loss of information. e.g,
a) No receipt of items is made until utilization entry is made. Similarly, no sale
or issue of items is made until receipt of items is made. Thus the system
follows top – down approach.
b) No item can be deleted if its reference exists in Receipt, Sale or Issue of
items module. In this fashion no information can be deleted if its reference
exists in any other module.
d) Data Validation :
The system validates each data before storing. It ensures the correctness of
data provided and compels the user to input at least required information in each
module.