Document Tracking System
User Manual
This system is a web application running in VB.Net/ASP.Net and SQL Server 2005. This software is running in our all locations. This software basically works in two sections one is for group document and other is for outside group document. For PACL this software work as group document and for other Company like PIPL, Pearls Tourism, software work as Outside group document. The functionality of both the section is same.
The software, document tracking system basically works in two parts. These are 1. Receive the Incoming Letter (Dak)
2. Dispatch the Outgoing Letter (Dak)
1. Receive the Incoming Letter:
In the Document Tracking software we are storing the unique receipt number for incoming Dak. So we use this receipt number for further correspondences we are maintain the individual letter reference number that should be same for all time correspondence. All the incoming dak is receive by main Dispatch department (secretariat) for their respective department.
2. Dispatch the Outgoing Letter
This software maintaining unique Dispatch number of all the dispatch letter which is enter by department wise users.
Login of users through this form:-
Main Menu
Module of Software :
1. Master Form 2. Document Maintenance 3. Reports 4. Utility1.
Master Form
In Master Form Module there is Six Master detail is using in this software. These are 1 Company Master
In company master form maintaining the detail of company like company code, name and address. Company code is used in software to enter company wise record.
2. CSC Master
CSC master is use to maintain detail like csc code ,name and address of respective CSC and maintain the code of their respective Region ,the csc code is helpful to store the incoming detail of dak from CSC and later use to show the report of incoming or outgoing dak.
3. Courier Master
Courier master form is use to maintain the detail of different couriers.and its name and code is enter at the time of dispatch the dak or to receive the dak.
4. Status Master
5. Subject Master
Subject master is use to enter some common subject which helpful to users to avoid the typing the same subjects in many time.
6. Party Master
Party master form use to maintain the address and detail of third party which is related to company but not the part of company. This master is use in outside group documents receive and dispatch process.
7. Inter Office location
Inter Office Location form use to maintain office location. Create new location and enter the data from that location.
8. Type Master
Type master form use to maintain Item type like General, CD, Gift Item etc. You can create the category of Items and categories the items.
In document maintenance module there are Four main entry Form. These form also divide into two category one for group document and other for outside group document. The entry forms are :
1.
Inbox :
Inbox entry form is use by receiving users to enter the detail of incoming letter for the group document as well as for the outside group letter. There is two Tabs given one for “From Group” and other is ”From Outside Group”. The “from group” user is entering detail in this tab which is depicted below. user will choose the location either Head office Or CSC, then enter the sender name, CSC or HO then courier name for the department and Subject of letter and reference number given by CSC.
From Group
From Outside group
The “from outside group” user is entering detail in this tab which is depicted below .User will enter Party name(outside company,venders,party) then courier name , department name , Subject of letter and reference number given by senders.
2.
Outbox:
Outbox entry form is use by dispatch users to enter the detail of out going letter for the “group document” as well as for the “outside group” letter. These two types of dispatch detail is enter through these two Tabs one for “From Group” and other is”From Outside Group”. User will send letter through this software for single location or for multiple location. Incase of single location system is generating Dispatch Number and incase of multiple location system is generating dispatch number and group dispatch number. User will enter company name, location to send letter, Subject of letter, against reference number and courier name.
For Multiple location
3.
Acknowledgement
This form is use by both the users (receive, dispatch) to acknowledge the outgoing letter and for acknowledgement of incoming letter. Department wise dispatch users will use the acknowledgement for incoming letter.
4.
Other Location POD entry
Other location POD entry is use to dispatch the letter of the different location after collection from our all locations.
3.Reports
List Of Reports
2. Pending Dispatch
4. Document Received
6. Status of Received Document
5.
Utility
This utility is use to create a new user for the software.
The user’s right can be modified after creation of user rights or change the given rights.
User Wise Entry Details:-
