Dotsoft User Manual-1

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
Contents
Commercial.
1.
2.
3.
New Lines.
Working Lines.
Enquiry.
TRA & Billing.

1. Offline payments.
2. Bill/Ledger Processing.
3. On line Payments.
4. LCC Entries.
5. LCC query.
Page 2 of 102
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
Page 3 of 102
SECTION 1 - NEW LINES

(OPERATORS ACTIVITY)
To enter Permanent Connection Applications sold
Applications 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 the
screen.
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. This
parameter 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 Entry
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,
Page 4 of 102
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.
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 input
the 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 of
new 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 Entry
In DOTSOFT main menu, select
New Lines
SWS Category Entry
SWS category Application Entry Form module for New Telephone Connections will be
displayed.
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 with
the 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 is
SWS 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 to
Permanent Connection Application Entry module screen.
Click Clear.
Enter Application No. For which details are to be modified and press Enter
(OR)
Page 5 of 102
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 an
Application 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.
Modify
Click 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 display
mode 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,
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 the
changes.
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 Demand
Note)
To add/Change Postal Address for a Permanent Connection (before payment of Demand
Page 6 of 102
Note
To add/Change Postal Address for a Permanent Connection (After payment of Demand
Note)
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 Demand
Note)
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 Demand
Note)
In DOTSOFT main menu select New Lines
Wait List
Add/Change
Billing 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 the
same 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, Direction
Code, 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 be
displayed.
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
Page 7 of 102
entries made in Find option.

Clicking on Show All button will display a LOV having list of existing applications in the
application store.
Mandatory items: Applicant Name, Annual Income, PT Type, Rural/Urban, Plot/
House/ Door No, Sub locality/Village Name, Area/Tahasil, City/District, Billing
Address (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), STD
Status, 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 18
years 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 STD
Status.
****
Page 8 of 102
SECTION 2 NEW LINES

(COMMERCIAL OFFICERS ACTIVITY)
CASUAL (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 any
modification 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) 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. Or
exchange 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 Deposits
To initiate refunds
Select New Lines
Casual (or Temporary) Connection
Refund
Page 9 of 102
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 deleted
permanently. 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 in
similar lines for Temporary Connections as in the case of Casual Connections
Permanent Connection
Permanent Connection Application Entry (Counter operators activity)
Applications Entry
Permanent
Connection
Permanent Applications Entry Form module for New Telephone Connections appears.
Click modify and fill in the details.
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
Processing
Wait 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 else
enter 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 all
exchanges 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
Page 10 of 102
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 Generation
Select 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
Intimation
Capacity 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.
Page 11 of 102
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 Generation
Bulk 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 items
against 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.
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 Module
Select
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 Pending
Generation 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/Door
No, 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. SSA
Sanction 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
Page 12 of 102
should not be greater than one month

LOV Help: Exchange Code, Class of Service, Usage Code, Direction Code, and
Connection Code.
NOTE: From Date, To Date Text item will not allow entry for a Connection Code P which
stands 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). In
the STD Status text item by default N is available for NON-STD. Above default values
can 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 appears
Click 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. Of
the 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 be
non-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 Letter
No, Deposit Amount, Processing Charges.
Page 13 of 102
Validity Checks: 1. All Validity checks of Permanent connection Application Entry

Module is also validated here. 2. Earlier Registration. Date should not be later than
current 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
Outgoing
All-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. If
Yes 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. Complete
the further entries.
Click Save , an Alert message Print Transfer Intimation Letter ? will be displayed. Select
appropriate 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 Commercial
Masters 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.
Page 14 of 102
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. Sanction
Memo 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 turn
connection module.
Public Telephones
Public Telephones- Wait List Processing
Unlike the normal New Telephone Connections, for Public Telephone Connections the
Wait 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 Processing
Public 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 made
in 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. Confirm
the 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
Page 15 of 102
Cancellation of Public Telephones Allotment Form module appears.

Click Find & Show buttons to get the record for which Public Telephone connection
allotment 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. If
Yes 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 can
be 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 in
the 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 PT

application
Click on
New lines Bank Guarantee Bonds
Enter a valid Demand Note Number, Bank Code, Branch, Guarantee No and Guarantee
date followed by the currency period of the Bond.
Save the entry.
This module provides for entry of Fresh Guarantees, Renewal of existing guarantee as
well as submission of Additional Bank guarantee.
3. To generate Unique ID No/Advice note for PT applicants, for whom connection is

allotted 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/Note
amount 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 presses
save 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).
Page 16 of 102
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 validity
checks, (i) Demand Note Amount should be non-negative.
To Release/Print an Advice note

Select 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. The
items can either be entered directly (or select from the corresponding LOVs).
When the first screen text item entries are completed the second screen will be
displayed 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.
Page 17 of 102
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 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, Nonfractional. 2. From should not be greater than to. 3. To be created or modified Phone No
should 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 other
modules. 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 in
Advice
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 the
option 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
Page 18 of 102
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 any
omissions or commissions of the assistant.
***
Page 19 of 102
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 Modify
Outdoor 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 Work
Completed 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 Work
Completed 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. Now
another 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, Wiring
by 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.
***
Page 20 of 102
SDO MDF.
The MDF work-executing officer logs in by entering his username and password.
From DOTSOFT main menu, select New Lines
Advice Note
MDF
Advice 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 the
Return 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 NTC
Advice 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)
***
Page 21 of 102
SDO Indoor
Log 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
****
Page 22 of 102
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) then
Cursor will go to Return remarks text item, which is mandatory.
(ii)
After entering return remarks, cursor will go to save button.
Else
If 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, the
Permanent 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 outdoor
fault.
Note: Mandatory items: Work Order No, Test Desk Clearance, Return remarks (if Test Desk
Clearance 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
Page 23 of 102
ACTVITY FLOW CHART
Registration of request
AO to CO clearance
Request approval
CO to AO clearance
Demand Note Generation
Demand Note Payments

1. Payable 2. Billable
A/N Generation
A/N Release
Execution by Field Units
Page 24 of 102
SECTION 4- WORKING LINES

(OPERATORS ACTVITY)
REQUEST REGISTRATION :
4.0
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 necessary
particulars 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, Customer
Name, 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 each
time), 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 little
difference. 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 message
window 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 Yes
button 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 are
displayed. 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 Indicator
etc.) 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 of
the 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.
Page 25 of 102
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 the
case of Transfer Change of Name / Due to Marriage (TFRN), in all other transfer
cases, 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 Memo
Date 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 Sanction
Memo 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, press
enter 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 should
necessarily 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 code
and Usage code of the Tenant. Enter the tenants details .
4.8
Request Registration for Change of billing/postal address, the module form specific
to 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 postal
addresses, 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 of
the 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, Accessories
Disconnection, 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
Page 26 of 102
SECTION 5 WORKING LINES

(COMMERCIAL OFFICERS ACTVITY)
5.0
REQUEST APPROVALS
Every registered request is allotted with request No. Every request is registered
with a Request Status initially. Request status gets changed during its processing until it
is 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 cancelled
before 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 the
Request.
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 the
operator 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 Signature
Tallied 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 cursor
moves 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'.
Page 27 of 102
ii)
If the Signature Tallied and All Conditions Satisfied fields are set to Y, the cursor is
in 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 at
its 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 at
its 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 Closing
Work Order No field. The request is waitlisted with status W.
v)
If Shift Feasible is Y, demand note amount (billable) is automatically displayed in
the 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 to
non-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 Y
or 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 cursor
moves 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 phone
number, 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 the
present place working (Closing Work Order), the other is the shift work order.
Page 28 of 102
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 the
subscriber 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.
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 that
there 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 either
of 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 the
discrepancy letter, if the subscriber clears the discrepancy, CO can process the request
for 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 them
straightaway.
5.3
Page 29 of 102
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 note
can be printed.
In Case of all Transfer Requests, Demand notes are issued. Until and unless the Demand
note 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 Request
Approved 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 Advice
note 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 reconnection
charges 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 payment
of 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 moves
to 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 & for
remaining 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 CO
level 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.
Page 30 of 102
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 satisfied
fields 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 payment
is not a pre-requisite for release of work order.)
Note:
Commercial Officer can utilize the Pending Requests, Subs Details and Request
Details 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
Page 31 of 102
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 of
telephones 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 to
be transferred in the From Phone No field.
Click on the Subs Details button to know the subscriber details. Otherwise, enter the
Exchange 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 vacant
phone 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 multiple
exchanges 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 no
need 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 of
CMR/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 of
the 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 initiates
this 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 From
Phone 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 .
Page 32 of 102
5.8
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.
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 commercial
use. Subscriber has to obtain permission from the Department for use of his
telephone 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 the
activities 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)
5.9
5.10
Click on Working LinesRequests ApprovalTenant Permission.

Enter the request No., & set the key fields to Y or N considering the merits of each
case.
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 is
received 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 displayed
on 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.
CHANGE OF BILLING/POSTAL ADDRESS:
The subscriber has the facility to change his billing address (CHGBA) or postal
address (CHGPA) .
Click on Working LinesRequests ApprovalBilling/Postal Address Change.
Enter the request number and set the Signature Tallied, All Conditions Satisfied and
Request 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 request
details 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.
OTHER REQUESTS:
Certain activities like Accessories Provision, Accessories Disconnection, Facilities
Provision, Facilities Disconnection and Voluntary Closure of Permanent Connections
are dealt in this category.
Click on Working LinesRequests ApprovalOther Requests.
Page 33 of 102
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 the
request. 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 any
of 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 the
Request 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 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 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 has
to 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 any
of 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 the
Request 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.
Page 34 of 102
Discon./cl. Excluding non payment cases & A/N generation module appears.
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.
Or
Click show & press enter key to see the expiry cases.
Click process
A/N is generated.
i)
5.12
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
COs Approval after AOs Clearance:
[AO Clearance to COs references: To invoke the AO Clearance module, click on
TRA AO 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 AOs
Clearance 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 is
payable.
Or
Work order is generated along with demand note if the amount is billable.
{Online Payment of Demand Notes: Click on TRAOnline Payments to invoke
the Online Payments module. Enter the Demand note number and payment details.
Page 35 of 102
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 the
background. }
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 officer
using 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, enters
text 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 now
available 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.
5.13
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 at
his 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. Cancelled
advice notes are available for reports and other purposes. Cancelled advice notes bear
the 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 which
is to be cancelled
Page 36 of 102

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, you can do so by
clicking on printing option in the main menu followed by a click on the Demand
Note followed by a click on working lines. Enter the Request No. (relating to the
demand note for which extension is given) to print in the form displayed.
5.16
Vacant Phone Approvals:
Click on Working lines

Vacant phone approvals
Vacant phone approval module appears.
Input the phone No., STD status & fill in Y or N in the reserved field.
Click Save
The phone will be available in vacant phone list without * marks.

Note: The Commercial Officer (Working Lines) has to declare the closed numbers as
vacant through this module. He can reserve or un-reserve these vacant numbers at the
time of de-allotment. Until he de-allots, the number remains in the allotted status with '
* ' mark.
Click on Working LinesVacant Phones numbers approval.
Click on Find and Show to view a list of closed numbers with asterisk *. C.O. selects
one after another and clicks on the Reserve or Un-reserve radio button and then clicks
on the De-allot button. With this the number will go into the vacant phone numbers list
with its allotted status set to 'N'.
5.17
Reference to AO:
(This is to be used in case CO wishes to refer back a case to AO for second time)
Click Working lines

CO reference to AO
Reference to AO second time module appears.
Page 37 of 102

Input the request No. & CO remarks.
Click Save
The case will be referred to AO for a second time.

5.18
Advice Note recommended for cancellation: Field officers while executing the work
find that the work cannot be completed, for some reason or the other, they can
recommend to the Commercial officer for the cancellation of the Advice note. The
field officers shall invariably fill up the reasons for recommending the advice note
for cancellation.
5.19
Advice Note Cancellation: The Commercial Officer is the only authority to cancel
any advice note either on his own or at the instance of any field officers. The
Commercial officer has to fill up reasons for cancellation of an advice note. The
field officers while recommending cancellation of an advice note during its
execution shall necessarily give reasons for such recommendation. Status of advice
note after its cancellation by C.O. is set to X meaning advice note is cancelled.
Cancelled advice notes can neither be reopened nor renewed.
Advice note is remitted back to outdoor: Sometimes it so happens that even after initial
completion of work by the outdoor, the work could not be carried out by the field officers
at
other
stages
namely
MDF,
Indoor
or
Test
Desk
Page 38 of 102
Page 39 of 102
Page 40 of 102
Page 41 of 102
Page 42 of 102
Page 43 of 102
Page 44 of 102
Page 45 of 102
Page 46 of 102
Page 47 of 102
Page 48 of 102
Page 49 of 102
Page 50 of 102
Page 51 of 102
Page 52 of 102
Page 53 of 102
Page 54 of 102
Page 55 of 102
Page 56 of 102
Page 57 of 102
Page 58 of 102
Page 59 of 102
Page 60 of 102
Page 61 of 102
Page 62 of 102
Page 63 of 102
Page 64 of 102
Page 65 of 102
Page 66 of 102
Page 67 of 102
Page 68 of 102
Page 69 of 102
Page 70 of 102
Page 71 of 102
Page 72 of 102
Page 73 of 102
Page 74 of 102
Page 75 of 102
Page 76 of 102
Page 77 of 102
Page 78 of 102
Page 79 of 102
Page 80 of 102
Page 81 of 102
Page 82 of 102
Page 83 of 102
Page 84 of 102

change date for each phone number in addition to the old meter CMR and new
meter OMR. Multiple meter changes in a particular bill period are also allowed in the
software and those changes can also be entered using this module .
Click TRA LCC Inputs Meter Changes(PTs)
The procedure for LCC Meter Changes Entry (PT Bill) is similar to that of LCC Meter
Changes Entry ( Normal Bill)
14.0.0 LCC Faulty Days Entry (PT Bill)
Incase of STD or Local PT Bills, this module is used for faulty days entry.
Click TRA LCC Inputs Faulty Days(PTs)
The procedure is similar to that of LCC Faulty days Entry for Normal bills
SECTION 15 - L C C Processing (Normal Bill)
15.0.0 LCC processing (Normal Bill)
This module is useful for the local call charges (LCC) processing in case of the normal
billing Process can be done, for all the exchanges or some of the exchanges or except
some of the exchanges in the bill schedule as per the availability of the data at a particular
time to avoid delay in the process.
Pre-requisites : Bill schedule and corresponding dates like bill date, OMR date and CMR
date should be checked. The bill schedule stations/ exchanges and their phone number series
should be checked. If a new exchange is installed or a new series is added into an existing
exchange, it should be entered in the corresponding bill schedule. The stations/exchanges
meter readings (CMR) data on the CMR date should be fed into the system. If any meter
changes are found during bill schedule period, they have to be fed. All advice notes (offline)
up to the CMR date should be fed
Click TRA LCC Process Normal
LCC Process Normal module appears
The module has two blocks
First block
This block is meant for the selection of exchanges with the options all, only or except
Exchange Code, Exchange Name and station code are displayed as per the selection.
Second block
Input the bill schedule under which the current bill has to be processed. This bill schedule
should be odd type (O1, O2, and O3) or even type (E1, E2, and E3) and should be
available in the bill schedule dates master where distinct bill schedules and their
corresponding dates are maintained. PT (Public Telephones) Schedules like F1 or F2 or L
can not be entered here.
System will display corresponding bill date, OMR date & CMR date
The LCC process is divided into four (4) stages namely, Stage A, Stage B, Stage C and Stage
D.
Stage A:
Click on Stage A
Page 85 of 102
Creation of LCC master is done in this stage, comparing the working lines data and the bill
schedule. The billing cut-off date is the CMR date. All the working lines whose inst. Date is
up to the CMR date will be billed.
Stage B:
Click on stage B
The following are done in this stage.
a) OMR Processing from previous bill
b) CMR Processing from manual entries
c) CMR Processing from tape /floppy entries
d) Advice note Old Phones process
e) Advice note New Phones process
f) Meter Changes process
g) Schedule change process
Stage C:
Click Stage C
This is the data errors process. The following things are done in this stage.
Error Processing of LCC master data
Error Processing of Indicator Changes data
Error Processing of Meter Changes data
Stage D :
Click Stage D
All the no-data-error cases will be processed for the following.
a) Gross Calls Process
b) Free Calls Process
c) Net Calls Process
d) Calculation of Slab-wise calls, Slab amount & total LCC amount.
Click on Schedule Details will display the current schedule exchanges.
After completion of each stage of process, click on Current button to know the status
prevailing at that stage. The figures indicate the passage of number of records in the LCC
master at different stages of processing of LCC Data.
To start afresh processing of LCC data, click on the 'Initialize Reprocess' button to begin
processing from Stage-B at any stage but before completion of Stage 'D',. Before clicking on
this button, it is better to find out the Current status of the processing
15.0.1 LCC Processing (STD PT Bill)
STD PT Bill local call charges (LCC) processing is done through this module. This process
has to be run for every fortnight of each month. In STD PT billing, F1 and F2 are the two
schedules to be processed in a month period. In F1 schedule, first fortnight local calls are
processed and no commission is permitted. In F2 schedule, second fortnight local calls are
processed and the eligible commission will be obtained based on the total calls made in that
month. Other schedules are not accepted in this module. No trunk calls or Os calls or
Phonogram calls are accepted in the STD PT billing. All exchanges STD PT phones in the
working lines master are processed at time.
Click on TRA LCC Process STD PTs
The LCC process STD PTs module appears
The procedure & functioning is similar to that of LCC Process Normal Billing Up to Stage
C
Stage D:
Page 86 of 102
After the error processing is done in Stage C, the following Process are done in stage D.
a) Gross Calls and LCC amount Process
b) Commission if it is for F2 schedule.
Tape Data reloaded is to be selected, If reloading of CMR data is required, then this option
is selected.
X Errors list & Y Error list
After the stage C process, the data error list will be generated and the X or Y kind of errors
can be seen within this module before proceeding to stage D process. The same
error lists can also be seen in the LCC supervisory module designed for PTs to clear
them by selecting one after the other.
After completion of each stage of process, click on Current status button to know the status
prevailing at that stage. The figures indicate the passage of number of records in the LCC
master at different stages of processing of LCC Data.
Initialize Reprocess
To start afresh processing of LCC data, click on the 'Initialize Reprocess' button to begin
processing from Stage-B (At any stage but before completion of Stage 'D'). Before clicking
on this button, it is better to find out the Current status of the processing .
15.0.2 LCC Processing (Local PT Bill)
This module is useful for the Local PT Bill local call charges(LCC) processing. This process
has to be run in each month. In Local PT billing, only one schedule L has to be processed
in a month period. In this L schedule, all the local calls made in the current month are
processed and the eligible commission will be obtained based on the total calls made. Other
schedules are not accepted in this module. Trunk calls, Os calls and Phonogram calls are
accepted in the Local PT billing. All exchanges Local PT phones in the working lines master
are processed at time.
Pre-requisites : Bill schedule and corresponding dates like bill date, OMR date and CMR
date should be checked. The stations/exchanges meter readings(CMR) data on the CMR date
should be fed in to the system. If any meter changes found during bill schedule period, they
have to be fed. All advice notes (off line) up to the CMR date should be fed. On line advice
notes will be automatically processed by the system
Click on TRA
LCC
Process
Local PTs
Procedure & functioning is similar to the LCC Processing for STD PT Bills
LCC Supervisory Corrections(Normal Bill)
Through this module errors can be corrected that have been found in the LCC process of the
current bill. Once the Stage C process of LCC was over, the Supervisor can switch over
to the module for the errors correction . Reprocessing has to be done before exiting this
module by clicking on the 'Reprocess Data' button.
Pre-requisites: The Stage C process (data errors processing) of LCC should be completed.
Then only the error list will be generated.
Click TRA LCC Supervisory updation Normal
Page 87 of 102
Enter the station code.

Input the phone number
System will display Exchange Code, Unique ID No., OMR Tag (The source of OMR A:
Advice note, B : Previous Bill), CMR Tag (The source of CMR A: Advice note, M : Manual
data entry , T : Tape / Floppy entry), Indicator Change Tag ( Y/N), Meter Change Tag (Y/N
), Class Code, Rural Urban (R/U), Stage (Process stage A, B, C, D), UN-Addressed (Y/N),
Error Flag (Y/N/Z),
& Bill Date .
Corrections can be done in the following items and all details will be logged.
OMR OMR of the current bill. This cannot be updated if its source is from the previous
bill. Otherwise this can be updated.
CMR
CMR of the current bill.
Revolutions
If any revolution entry found not correct, then it can be updated here. User
has to take care while entering revolution more than zero which may amount
to a heavy bill.
Faulty Days Faulty days corrections can be done and entry can be more than zero if any
customer deserved a rebate due to departmental reasons (If faulty days found
beyond one week).
OMR Date
Customers current bill OMR date.
CMR Date
Customers current bill CMR date.
Credit Calls & Debit Calls: Credit calls or Debit calls found during the bill period can be
updated.
Note: Pressing of the Reprocess Data button will result the reprocessing of the corrected
data.
By pressing Error Details the error details of the current phone number can be seen
By pressing Indicator Changes (If an error is found in the indicator change data, then this
button will be enabled ), can see the indicator changes data screen where he can correct and
save the corresponding data.
By pressing Meter changes ( If an error is found in the meter change data, then this button
will be enabled ), he can see the meter changes data screen where he can correct and save the
corresponding data.
In case of errors in indicator changes or meter changes, can access more than one record by
the arrow key operation. Using the arrow (up & down) keys, user can access the desired
record and correct the data.
By pressing Sub Details button will give the details of the subscriber regarding the status of
different parameters.
By pressing X Error List button gives a popup list of errors that were found during the LCC
process. These errors are due to the differences between the advice note meter data and final
CMR data.
By pressing Y Error List button gives a popup list of errors that were found during the LCC
process. These errors are due to the wrong CMR or OMR or both. If CMR=-1 or OMR=-1 or
both or CMR<OMR and revolution=0 etc. are the cases where this kind of errors will appear.
By pressing No OMR & CMR button also gives the list of errors where both OMR and
CMR are 1 which means that the process could not get both the meter readings.
Click Save to save the modified data in the LCC master into the system. The concerned
block will be enabled only if there is an error in that item.
Page 88 of 102
If any OMR corrections are done, it is imperative to Reprocess them to effect such
corrections. When OMR corrections are done through this module, the error flag for all such
cases will be set to 'Z' with the OMR tag reading 'O'. In order to eliminate these 'Z' type of
errors due to OMR corrections, reprocessing of such error corrections is mandatory.
Click on the 'Reprocess Data' button to reprocess the OMR corrections.
15.0.3 LCC Supervisory Corrections (PT Bill) PT sup( I )
Through this module both STD & Local PT billing related LCC corrections can be made
Once the Stage C process of LCC was over, then the supervisor can switch over to this
module for the errors correction. This reprocessing and stage D process will be done while
saving the corrected data itself.
Click TRA LCC Supervisory updation PTs
Pre-requisites The Stage C process (data errors processing) of LCC (STD or Local PT
Bill) should be completed.
The procedure is Similar to that of for Normal telephones.
LCC Tariff Changes
15.1.0
LCC TARIFF CHANGE BILLS - OLD ADVICE NOTES- CMR ENTRY:
Through this module the CMR entries in respect of those advice notes which have
been completed before the date from which the new LCC tariff has come into force but not
yet billed can entered.
Click LCC Tariff Change Bills - Old Advice Notes- CMR Entry
Old A/N CMR Entry- Before Tariff change module appears
Click on the Old A/Ns button to view a list of Old advice notes prior to tariff change date.
Click on the Show All button to view a list of Old advice notes' CMR entries before tariff
change.
Invoke the list of Old Advice notes prior to tariff change date. Select one after the other and
enter the CMR obtaining just before the tariff change has occurred followed by Credit calls
and/or debit calls and the number of revolutions, if any.
After entering all the data in all the fields, a box with the question ' Do you want to Save this
Data ? appears.
Click on 'Yes' to save while clicking on 'No' skips that telephone number and presents the
next available number in the given exchange. Thus clicking on 'Yes' or 'No' buttons
increments the telephone number by one in the given exchange. Key in the CMRs for
relevant telephone numbers only.
Click on the Show all button to see the data entered getting recorded.
Provision exists to take a print out of the list of such advice notes.
15.1.1 LCC TARIFF CHANGE BILLS - OLD ADVICE NOTES SUPERVISORY :
Click on TRA
LCC Tariff Change
Old Advice Notes
Supervisory
Supervisory for Old A/N Before Tariff Change module appears

15.1.2
PROCESS OF OLD ADVICE NOTES BEFORE TARIFF CHANGE:
Page 89 of 102
Click on TRA
LCC Tariff Change
Old Advice Notes
Process
Process of Old A/N before Tariff change module appears

15.1.3 BILL PROCESSING With Old LCC Tariff:
Through this module billing of the local call charge slabs revised during the current bill
period can be done. One has to operate this module with the old slabs taking the meter
reading on the date on which the new slabs came into effect. This module does the LCC
process as in the normal case and also process the bill with only the LCC amount and put the
LCC amount as debit amount in the SRC master so that it will come into the normal billing
process with the new LCC slabs. After this module run the normal LCC process with the
new slabs data.
Pre-requisites: If the LCC slabs were revised during the current bill period, then to run this
module, user has to maintain the old slabs intact till all the working lines were billed up to
the date on which LCC slabs were revised. The supervisor should input the new slabs into
the system maintaining with the corresponding dates.
Click on TRA LCC Tariff Change bills Schedule-wise Process
Press Process Bill button, system will generate a bill for the current schedule customers
with only the LCC amount. And the rest of the cases like service tax, surcharge, trunks etc.
will not be calculated for this bill. A debit amount will be raised against each customer equal
to the corresponding LCC amount ( with old slabs ) in the SRC master.
For the New Slabs generate the normal LCC on the CMR date of the actual bill period.
And the normal billing process should continue. In the normal bill process, during debits
processing the above debit amount will automatically come into the total bill.
PTs Bill Processing
This module is for processing of PT bills(STD PTs and Local PTs). The STD PT billing is
done twice in a month i.e. once in every fortnight (schedules: F1,F2 ). In case of the Local
PT bill (schedule: L), it should be run once in a month. This software is designed to give
commission in the second fortnight bill for STD PTs. The commission in the second
fortnight is decided based on the calls made during the first and second fortnights.
Pre-requisites The corresponding schedule LCC process should be completed in advance. If
any corrections are desired in the LCC processing of the corresponding bill, it should be
done in the PTs LCC supervisory module and then this module has to be executed. If any
OMR corrections were done in the LCC OMR corrections module, these cases should be
reprocessed in the above said supervisory module so that the corrections get reflected in the
LCC master data.
Click TRA Bill Processing/Checking PT Bill Process
Enter Bill Schedule. F1, F2 for STD PT billing and L in case of Local PT billing.
System will display the corresponding bill date, OMR Date , CMR Date, Enter Due-date &
Pay By Date
Click Process button, system will create the bill for the given billing period. It will take
some time to complete this operation. System does the following to complete this job.
Page 90 of 102
a) Creation of dummy master with all the working lines having the PT types for the
current schedule.
b) LCC data posting from the corresponding LCC master.
c) Calculation of ABF taking into account LCC amount, trunk amount, PG amount, OS
amount, debit amount.
d) Checking the minimum guarantee amount.
e) Calculation of service tax, short fall ABF, short fall service tax.
f) And finally Total amount and the surcharge calculation.
Once the job of processing is done, it can also be reprocessed if there is any requirement.
Reprocess
Once the Processing is over, the user can query the PT Bill to find out
Omissions or commissions in the preparation of the bill. After rectifying the omissions or
commissions, if any, it is essential to Reprocess the bill to account for such corrections. To
do this click on the Reprocess button. It may be born in mind that once Bill is generated
Reprocessing is not possible.
But, once the bill is generated , it can not be reprocessed.
Click Clear button to clear the form and go enter data afresh.
Click Generate. The bill is generated which was already processed. Generation of a bill
means, setting the bill data final which will not allow any further reprocessing. At this stage,
the corresponding details will be updated in the SRC master, debit master and the SRC
adjustment details. Hence the user has to be sure that the bill does not need any reprocessing
before proceeding with this operation.
PT Supplementary Bill
To create a supplementary bill for a particular PT (STD/Local) customer this module is
executed. . In case of 2nd fortnight bill, the system will get the first fortnight bill details, if it
exists, to verify the minimum guarantee amount and find out the eligible commission
amount.
Click TRA
Miscellaneous Bills PT Supplementary Bill
PT Supplementary Bill module appears
Pre-requisites: The corresponding LCC or bill data should be checked and kept ready to
create a supplementary bill. The OMR date, CMR date periods should not be covered in the
existing bills. To create a 2nd fortnight STD PT bill, it should be ensured that the 1st fortnight
bill details are correct. The bill date will be the current date only. The user has to input the
correct OMR date, CMR date, OMR and CMR.
Input Exchange code.
Enter Phone No
System will display the customer identification number, the installation date, Current Status,
Address & Bill date against which the suppl. bill is desired.
Enter Due Date
Enter Pay By Date
System will display the rural/urban category of the customer.
Enter OMR Date
Enter CMR Date
Enter OMR
Enter CMR
Enter Revolutions, if any.
System will display the class code of the customer, Credit Calls, Debit Calls & Gross Calls
Page 91 of 102
System will find out & display the LCC amount based on the customer type & the eligible
commission amount .
Enter the Trunk Amount, Phonogram Amount, Over Seas Amount & Debit Amount, If any.
System will find out & display the ABF, Service Tax, Guarantee Amount (In case of 2nd
fortnight STD bill or Local PT bill), Short fall ABF (In case the guarantee amount is not
arrived in the bill as ABF), Short fall of Service Tax, Adjustment Amount , Total Amount
and Surcharge .
System will display all existing bills of the given customer. With these details, the user can
go through the details before proceeding with the creation of supplementary bill.
Click Save to save the data and create the supplementary bill.
PTs Instantaneous Bill
This bill is prepared for permanently closed cases. It will give all details such as OMR and
OMR Date from the Bill Master, CMR and CMR Date (Closure) from Closed Advice Notes.
The system will calculate Gross Calls, LCC amount up to the date of closure and create
instantaneous bill for payment. This bill takes into account only the amount that is due to the
department from the subscriber. the Instantaneous bill is created its billed status will be
shown as I in Closed Working Lines. If Instantaneous Bill is not created the billed status will
be N. This can be verified from the query module of the Closed Working Lines. Final Bill can
be created only if the bill status is I.
Pre-requisites : The instantaneous bill will be generated for only the closed phone numbers.
Hence the advice note for the permanent closure should be executed and the data should go
to the closed working lines.
Click TRA Miscellaneous Bills PT Instantaneous Bill
Input Station Code & Phone No
System will display the customer identification number, Exchange Code, Inst. Date,
Current Status & Address
Enter Bill Date (By default it is the system date.)
System will display Due date, Pay By Date, Rural/Urban, OMR Date, CMR Date, OMR,
& CMR
Enter Revolutions, If any.
System will display the class code of the customer.
Enter Credit Calls, Debit Calls & Gross Calls.
System will find out & display LCC Amount, the eligible commission amount
Enter Trunk Amount, Phonogram Amount, Os Amount & Debit Amount
System will find out & display the ABF, Service Tax, Guarantee Amount (In case of 2nd
fortnight STD bill or Local PT bill), Short fall ABF (In case the guarantee amount is not
arrived in the bill as ABF), Short fall of Service Tax, Adj. Amount, Total Amount &
Surcharge.
By clicking Bill Details , system will display all existing bills of the current customer. With
these details, the user can go thorough the details before proceeding for a supplementary
bill.
Click Save to save the data and create the supplementary bill.
PT Final Bill:
Procedure same as for normal bills

*******
Page 92 of 102
SECTION 16 - LCC Query

(ALL)
16.0.0 LCC Customer-wise Query(Normal Bill)
This is a query module which gives the current bill customer LCC details.
Click TRA LCC Queries Customer wise(Normal)
There are three options available namely LCC master data, Meter changes data and Indicator
change data.
Select the radio button attached to one of the options.
Input the current bill customer exchange code and phone number. System will display the
details.
Click 'Slab wise details' button the customer's LCC slab-wise details can be seen . The
results of meter change data or the indicator change data will be shown in a popup window if
the bill contains such data.
Prerequisites The required bill for which the details desired should have been processed.
16.0.1 LCC Customer wise Query(PT Bill)
Click TRA
LCC Queries Customer wise (PT)
PT Customer LCC details module appears
Prerequisites The required bill for which the details desired should be processed.
This is a query module for PT Bills which gives the current bill customer LCC details.
There are three options available namely LCC master data, Meter changes data and
Indicator change data. Query on any of these three options duly selecting the radio
button attached to it.
Input the current bill customer exchange code and phone number. System will display the
details
This gives three options to the user. Select any one of these options to query the desired bill.
The options are STD PT first fortnight bill, STD PT second fortnight bill and a Local
PT bill.
Enter exchange code and phone number.
The LCC details of the given PT customer for the selected bill schedule will be displayed by
the system.
Navigate between different current bills as given in the options. For this press the change
option button.
LCC Summary Details
This is a query module which helps to understand the bills pattern of the normal customer
or a PT customer. The summary details of different bills of a selected exchange, the
summary details of different exchanges of a selected bill date and the indicator change
details can also be seen in this module .
Prerequisites The required bill for which the summary is desired should be processed.
Click TRA LCC
LCC Summary Details
Page 93 of 102
The following Options are Available

a) Customer wise summary ( All Bills )
b) All Bills summary for a selected exchange
c) All exchanges summary for a selected bill date
d) Indicator Change details
Enter Exchange Code & Phone Number
.
Corresponding to the entered exchange code and the phone number the system will display
the following items. Station Code, Unique ID No.., Address, Inst. Date ,Current Status, Class
Code, Rural Urban.
By Pressing Query button will give the query results as per the option selected. And the
control will go the item clear.
16.0.2
LCC Pre-Process Query(Normal Bill)
This module helps to verify the data before processing the LCC data of normal bill. At this
stage, the query details are the inputs given to the system which are to be processed.
TRALCCQueriesPre-process(Normal)
The Pre Process module appears
This form gives three options to the user to query on
a) LCC CMR manual entry data
b) LCC CMR tape/floppy entry data
c) meter changes entry data
Pressing the Query button will give the results as per the option selected. It gives the
summary of working phones count for which the meter readings available under each
exchange.
Pressing the Phone wise details button will display the display the details of meter
readings for each phone given to it under this exchange. Again user has to select one of the
options and press the query button. For this purpose the exchange code is to be entered
Press the Current &Previous bills button. Input the current and previous bill dates and the
exchange code. System will display the corresponding details.
Press the Pre-error stage details button . Press the Show button to see the details. System
will display all the details.
16.0.3 LCC Pre-Process Query(PT Bill)
This module helps to verify the data before LCC processing of a PT bill. In this stage, the
query details are the inputs given to the system which are to be processed.
Click TRALCCQueriesPre-process(PTs)
Picture (I)
This form gives four options to the user to query on
LCC CMR manual entry data(STD PT)
LCC CMR manual entry data(Local PT)
LCC CMR tape/floppy entry data(STD PT)
LCC CMR tape/floppy entry data(Local PT)
meter changes entry data
Pressing the Query button will give the results as per the option selected. It gives the
summary of working phones count for which the meter readings available under each
exchange.
Pressing the Phone wise details button will show the details of the previous module.
Pressing the Current &Previous bills button will show the details of the previous module.
Page 94 of 102
Pressing the Pre-error stage details button will show the details of the previous module.
This also gives three options to see the current STD first fortnight bill , STD second fortnight
bill and a local bill.
Enter the exchange code. System will display the details of meter readings for each phone
given to it under this exchange. Again user has to select one of the options and press the
query button.
Input the current and previous bill dates and the exchange code. System will display the
orresponding details as shown in the picture.
Press the Show button to see the details. System will display all the details as shown in the
picture.
16.0.4 LCC Post-Process Query(Normal Bill)
This module gives the LCC details of a processed current bill . User has to select one of the
options press the query button.
System will display the details as per the selection.
click TRALCCQueriesLCC post process query(Normal)
16.0.5 LCC Post-Process Query(PT Bill)
This module gives the LCC details of a processed current PT bill .
Select one of the options shown above and press the query button.
System will display the details as per the selection.
Click TRALCCQueriesLCC post process query(PTs)
Select one of them and press select button to get access to the desired bill.
System will display the LCC details by pressing the Query button.
Pressing the Change option facilitates navigation between different bills of STD and
Local PT bills.
Pressing the button Customer wise details displays a module
Input exchange code and phone number. System will display the details . Pressing Query
button
system will show all the bill details of the current customer. Including the bill
status whether paid or not can also be seen. System will display all the bill details the
current customer as a list including the bill status.
16.0.6 LCC Statistics(Normal Bill)
This is a query module which gives the processed LCC data statistics for manager's
verification as well as the LCC supervisor's purpose with regard to number billed, how many
meter changes occurred, data sources, stage- wise error details etc. Any user who has Inquiry
option in the main menu can access this module.
Click InquiryNormal LCC statistics
16.0.7 LCC Statistics(PT Bill)
This module gives same details as in the previous module. But the data refers to the PT bill.
Click InquiryPT LCC statistics
Page 95 of 102
SECTION 17 - DOS AND DONTS IN DOTSOFT BILLING AND

ACCOUNTING
1. In case of any new Exchange being opened or a tariff change or a rental_change or a
schedule change or a pt commission change or a guarantee change etc. during the billing
period: then
DO
Please checkup whether exchange code with capacity, station code, billing schedule,
rural/urban and related tariff has been entered in the system.
Related masters to be updated: 1.exchange_code master 2. Billing_schedule master 3.
Tariff master 4.rental master 5. Pt commission master,6.category master 7.guarantee
master 8. Deposit master. 9.trunk_dest_codes master.
DONT : Without updating the above information there may be possibility of wrong
billing
2. LOCAL CALL CHARGES :
DO
Please checkup whether all exchanges meter readings have been received for the
particular billing period and all the transactions such as meter changes, area changes,
completion of all offline advice notes/on lines advice notes for the works completed before
CMR date are completed before entering the meter readings of the particular billing period.
DONT: do not process billing without completing the LCC process and checkup all the
above transactions. Please clear off all LCC errors before processing further.
3. CLASS CODE:
DO
Billing is dependent on class code especially in public telephones/service/non-service.
Please checkup all such cases before processing the billing. If class codes are not correct, the
bills will go wrong and possibility of missing of PTs for PT billing.
DONT: Dont enter non-related class codes.
4. Concession groups:
DO
Please checkup all completed advice notes in respect of offline before entering the same. The
correct concession group must be entered or other wise it will bill with full rentals.
DONT: Dont enter non-related concession group codes.
5.Offline debits/credits:
Even though DOTSOFT does posting of debits/credits automatically but whenever, offline
debits/credits are to be entered, they should be completed before billing process so that the
complaints can be avoided from subscribers. If offline credits/debits are input after one
round of pre bill processing, then reprocessing is must before generation of final bill.
Page 96 of 102
6. PRE BILL PROCESSING

DO
1. Sample check may be carried out on pre bill Ksheet report for rentals of different
categories and different exchanges especially for the exchanges newly opened during
billing period.
2. Total LCC amount shown in the LCC statement should be tallied with LCC amount
in pre bill Ksheet.
3. Sample check may be done in respect of debits/adjustments billed.
4. Please Total ABF with the components of rent+lcc+debit+trunk+pgs+os call+adbla
rent+accessory rent+facility rent and total amount with total abf+service tax
adjusted amount.
5. If grand total is not tallied,identify the exchanges where the mistake lies and those
may be analised and rectified and reprocess the bill.
Please operate TRA LCCQURRIES from DOTSOFT Menu for further
analysis.
DONT
Do not generate the bill unless all above DOs are satisfied.
Once the bill is generated the transactions can not be rolled back.
7. PRINTING OF BILLS
1. Please check sample bills printed whether all particulars
are properly printed
with required particulars. A checked copy of bill may kept on record.
ACCOUNTING & SUBLEDGER
1.ONLINE PAYMENTS:
DO
A) Partial payments can not be accepted.
B) All cancellations if any against bills are to be processed through cancel bills
module before accepting the payments and avoid issuing the manual receipts for
proper accounting.
C) Any surcharge waiver/carry forward should be completed first before accepting
the payments on line.
DONT
Do not issue maual receipts for payments which are not equal to bill amounts. In that
cases please utilise DOTSOFT modules for cancellation/adjustments etc and then accept the
payment to avoid errors.
2. OFFLINE PAYMENTS:
1.There will be daily receipts of daily lists along with vouchers being received in PO section
of TRA Branch. The daily vouchers may be bundled conveniently subject to a maximum of
50 in each batch under each Post office wise and day wise. Enter total amount of daily list in
the PO control register and batch totals may be entered in batch control register so that all
batch total should be agreed with totals of PO control register on daily basis.
Note: Please ensure a certain block numbers for batch numbers to be allotted so that there
will not be any duplicate batch number in any month.
Page 97 of 102
1. During the process please ensure the month and the batch numbers are given correctly so
that the amounts are posted for correct month, other wise the total receipts of a month will
give wrong amounts and as well as receipt classification and ledger amounts will also give
wrong amounts.
2.To minimise the errors , a print out of the offline_payments with error status may be taken
and verified. If the error is due to mismatch of payment with bill_amount, then whatever
cancellations and adjustments, may be completed by using respective modules. The errors
may also be corrected by using supervisory module.
3. While entering individual receipts of offline payments, please ensure proper
bill_no,exchange_code,bill_date, demand note number,receipt_type or other wise the
payment will be show as master less receipt with receipt_status Z. This type of errors may
be rectified immediately through supervisory module/creating working line master/closed
working master accordingly.
DONT
Dont accept partial payments through offline payment module, which may cause error
status E and Out-standings may be raised. Where ever partial payments to be accepted
such as state govt. dept. etc use installment bill details.
3. CANCELLATIONS OF BILLS
1. Ensure all the full/partial cancellations against bills are properly entered in the computer
before accepting payments to minimise the errors.
DONT
Mere entering the cancellations entries in the register will not be sufficient, those should be
entered Into the computer before accepting the payments.
4. Dishonoured cheques:
Soon after receipt of the information from the Bank regarding the dishonour of
cheques,the information should be entered immediately in the system before accepting the
second payment. If any dishonoured information is not entered in the system before second
payment, the second payment will be showing as double payment. In such cases the double
payment has to be doubly checked and deleted if necessary. The second payment input
should always follow dishonoured cheque information.
DONT
If cheque dishonoured entries are not entered in the system or delayed input, there is
possibility of taking the second payment as double payments and adjusting same in future
bills.
5. DISCONNECTION LIST:
DO
Please ensure all the offline payments are processed upto date for the date for which
disconnection list is processed or other wise this may cause wrong disconnections. Before
process for the disconnection list, please press DELETE button to ensure upto date fresh
disconnection list.
DONT
Without updating the offline payments, do not process for disconnections.
By continuing to refer the user manual and following the above instructions properly it is
possible to give good billing and accounting from DOTSOFT.
Page 98 of 102
SECTION 18 - Common Hints for Data Entry

The functions of the different buttons are as follows:
1. INSERT : To enter the New data.
2. MODIFY : To modify the existing data. Steps involved for modification are
a) Get the record to be modified onto the screen using FIND &
SHOW b) Then Modify button gets enabled. Press Modify and
continue .
3. DELETE :To delete already existing records. Steps involved are
a) Get the record to be modified onto the screen using FIND &
SHOW b) Then delete button gets enabled. Press Delete button and
continue .
4. SAVE
:To store (i) the record entered new or (ii) the modified record.
5. FIND
:To input any combination of text items as a query
6. SHOW
:To retrieve the data that matches with the combination given above in
the FIND
7. SHOW ALL: LOV (List of Values) table data is brought onto the screen, when
pressed.
8. REPORT : Facilitates the user to have a hard-copy .
9. EXIT
:Enables the user to come-out of the current module.
10. CLEAR:
For clearing the existing data in the type box & to enter next set of
data
11. GENERATE:- For generation A/N or D/N
12. RELEASE : For releasing A/N or D/N
Note :- The above buttons when the context warrants will be enabled.
More tips :
1. Text item: A rectangular box, allows the user to enter the data .
2. Display item :A rectangular box, does not allow the data entry. It is used to display
read only information. Generally it will be having Grey background.
3. Alert
:It is a message box, cautions the user when undesirable or unexpected
actions are performed. In some situations these Alerts warrants the
user input.
4. Disable Button :- When a mouse click have no effect , then that button is called
disabled. Labels on disabled button will be in Grey colour.
5. Enable Button:Unlike disabled button, Enabled button performs some action in
response to mouse click. Labels on Enabled button will be in Black
colour.
6.Log on:
- Switch on the computer
- Follow the steps for normal opening windows desktop
- Click DOTSOFT icon
- Log on form appears
- Type the user name as given by system Administrator
- Press Tab key (Dont press enter key)
- Type the password as given by the system Administrator ( on the
first log on subsequently user can change pass word & use it
subsequently)
Page 99 of 102
Type DOTSOFT
Click connect
DOTSOFT Screen with emblem & Main menu, for which the
particular use has access, appears
7.Activity completed indication: When ever a task viz. Save, Query etc. is assigned or
activated after completion of the same is indicated at the
bottom of the screen.
8. In Case of Difficulty:- Contact DBA
-
Page 100 of 102
SECTION 19 - STATUS FLAGS

Sl. Table
No
Column
Status
Description
1.
DEMAND NOTE
DEMAND NOTE STATUS
I
P
X
A
Demand Note is Issued by CO/AO

Demand Note is Paid
Demand Note is Cancelled
Activity for which Demand note is raised is
Completed
2.
ADVICE NOTE
ADVICE NOTE STATUS
G
O
M
I
T
X
D
A/Note is Generated and not released

A/Note is released and pending at Outdoor
A/Note is pending at MDF
A/Note is pending at Indoor
A/Note is pending at Test Desk
A/Note is cancelled
A/Note is referred for cancellation and blocked
3.
OFFLINE
PAYMENTS
RECEIPT STATUS
Valid Receipt and can be processed
E
Z
P
D
Amount mismatch Receipts

Masterless Receipts
Processed Receipts
Double Payments
T
P
N
W
X
C
D
I
S
L
Telephone Bills
PT Bills
New Lines Demand Notes
Working Lines Demand Notes
Telex Bills
PCO Credits
Other Division Receipts
Internet/I-Net
Circuits
License Fee
RECEIPT TYPE
5.
CURRENT STATUS CURRENT STATUS

(applicable to NPC tables)
R
P
O
D
C
W
Application is registered but payment is not

received
Paid and A/Note can be released
A/Note is released
Request is referred for refund and is under deletion
Request is referred for refund and is A/Note is to be
cancelled
Working
6.
LEDGER POSTING POSTING TYPE
PO
PF
RO
RF
C
A
RR
U
W
Online Bill Payments

Offline Bill Payments
Online D/Note Payments
Offline D/Note Payments
Cancellation (CBR)
Final Bill Adjustments
Refunds of Other Deposits (Final bill cases)
Unadjusted Credits
Write Off
7.
AO
PEA
Pay-by-date Extension (All Bills)
AUTH TYPE
Page 101 of 102
AUTHORIZATION
8.
9.
BILL
PROC
MASTER PROCESS STAGE
LEDGER
(Applicable
Normal
& PT Ledgers)
to PROCESS STAGE
PEI
SCF
SCW
Pay-by-date Extension (Individual Bills)

Surcharge Carry Forward
Surcharge Waival
Bill Initialization is Complete
L
R
T
D
A
G
LCC Processing is Complete

Rent Processing is Complete
Trunks Processing is Complete
Debit Processing is Complete
Adjustments Processing is Complete
Bill Generation is Complete
Ledger Initialization is Complete
B
O
F
A
C
U
R
W
D
L
ABF Processing is Complete

Online Payments Processing is Complete
Offline Payments Processing is Complete
Adjustments Processing is Complete
CBR Processing is Complete
UAC Processing is Complete
RROD Processing is Complete
Write-off Processing is Complete
CBD Processing is Complete
Ledger Closing is Complete
10. BATCH CONTROL
PROCESS BATCH
Y
N
Batch can be processed

Batch cannot be processed
11. DQ STATISTICS
QUERY TYPE
N
P
O
C
I
S
Query by Customer name

Query by Phone No.
Query by Organization Code
Query by Class Code
Query by ISD Code
Query by STD Code
12. WAIT LIST
WAIT LIST STATUS
W
O
M
D
S
D
J
N
SO
SW
T
Under Wait-List , Advice note is not released

Advice note is released
Wait list under modification
Wait list under deletion
Skipped case in Wait list
Direct exchange line
Junction line
Not AI Transfer
AIS out side SSA
AIS with in SSA
AI waitlist transfer
R
P
X
I
D
Bill is Released
Bill is Paid
Bill is Cancelled
Bill is given instalments
Bill is under dispute
DEL_JN_CODE
AIS_TFR_TAG
CPTP_TAG
13. BILL MASTER
BILL STATUS
Page 102 of 102

Dotsoft User Manual-1

Hochgeladen von

Dokumentinformationen

Originalbeschreibung:

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

Dotsoft User Manual-1

Hochgeladen von

Copyright:

Verfügbare Formate

BHARAT SANCHAR NIGAM LIMITED

DOTSOFT USER MANUAL

TRA & Billing.

COMMERCIAL - NEW LINES

Activity Flow Chart:

Process of Application & Demand note generation

Generation of Advice Note

Execution by Field Staff

SECTION 1 - NEW LINES

Modify a Permanent Connection Application Details (After Payment of Demand

In DOTSOFT main menu select New Lines Wait List

entries made in Find option.

SECTION 2 NEW LINES

Casual (or Temporary) Connection

should not be greater than one month

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

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

Public Telephones- Allotment Module

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

Public Telephones - Cancellation of Allotment

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

Cancellation of Public Telephones Allotment Form module appears.

Public Telephones Application Processing Module

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

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

3. To generate Unique ID No/Advice note for PT applicants, for whom connection is

4. To Generate Advice Note for Public Telephone Connection.

5. Refund of Public Telephone Connection case: -

a). Before A/ Note is generated

To Release/Print an Advice note

Select New Lines

Select New Lines

SDO Out Door

SDO Test Desk

ACTVITY FLOW CHART

Demand Note Payments

Execution by Field Units

SECTION 4- WORKING LINES

SECTION 5 WORKING LINES

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.

Approval for Shift Requests: (SFT)

A) In case of SFTSXG, there are five possibilities

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

ALL INDIA SHIFT REQUESTS: (AIS)

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

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

Extension of Casual/Temporary Connections:

Click on Working LinesRequests ApprovalCasual/Temporary

Enter the request number in the Request Approval window.

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

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

CHANGE OF INDICATOR AT THE REQUEST OF SUBSCRIBER:

Click on Working LinesRequests ApprovalIndicator Change

Clicking on Working LinesLevel Change.

Click on Working LinesRequests ApprovalTenant Permission.

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

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

Disconnection/Closure/Reconnection: Click on Working lines