smart milk management software (smms) ver 2 · reil, jaipur user manual rev. 1.1, 20/02/2008...

REIL, JAIPUR User Manual

Rev. 1.1, 20/02/2008

REIL/UM/ of 69

User Manual

For

SMART MILK MANAGEMENT SOFTWARE (SMMS)

Ver 2.13

Copyright © 2004-2005 Rajasthan Electronics & Instruments Limited, Jaipur. This document and any files with it are for the sole use of the intended recipient(s) and may contain confidential and privileged information. If you are not the intended recipient, please destroy all copies of the document. Any unauthorized review, use, disclosure, dissemination, forwarding, printing or copying of this document or any action taken in reliance on this document is strictly prohibited and may be unlawful. Visit us at www.reiljp.com


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Document Revision Control

A1. Document Revision Sno Revision Date Authorized by Previous

Documents 1. SMMS Ver 2.12

(Draft) May 28, 2008 Gyanendra Chaudhary Design documents,

Installation manual 2. SMMS Ver 2.13 Oct 14, 2008 Gyanendra Chaudhary SMMS Ver 2.12

(Draft)

A2. Document Control.

Sno. Revision Date Controlled / Released by

Reference

1. SMMS Ver 2.12 May 28, 2008 Gyanendra Chaudhary Design documents, Installation manual

2. SMMS Ver 2.13 Oct 24, 2008 Gyanendra Chaudhary SMMS Ver 2.12 (Draft)


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Table of Contents 1. Introduction………………………………………………………………..06

1.1 Intended readership…………………………………………………..06 1.2 Applicability Statement……………………………………………….06 1.3 Purpose

1.3.1 Purpose of the Manual.........................................................06 1.3.2 Purpose of the software……………………………………….06 1.3.3 Operating Environment………………………………………..07 1.3.4 Hardware requirement…………………………………………08 1.3.5 Software requirement………………………………………….08

1.4 How to use this document………………………………………….. 08 1.5 Related Documents…………………………………………………..08 1.6 Conventions..................................................................................08 1.7 Problem reporting instructions......................................................08

2. Overview…………………………………………………………………..09 2.1 The Installation Process…………………………………………….. 09 2.2 Software at a Glance………………………………………………….09 2.3 Login Screen…………………………………………………………...09 2.4 Main menu

2.4.1 Admin Menu……………………………………………………11 2.4.1.1 Help……………………………………………………… 11 2.4.1.2 About……………………………………………………. .11 2.4.1.3 Printer Setup……………………………………………..12 2.4.1.4 Port Setting……………………………………………….13 2.4.1.5 Administrator……………………………………………..16 2.4.1.6 Smart card Setup………………………………………..18

2.4.1.6.1 Smart Card Personlisation……………………18 2.4.1.6.2 Writing rate to Card for SDPMCU……………18 2.4.1.6.3 Reading CP milk data from Card…………….19

2.4.1.7 Data Backup……………………………………………...21 2.4.1.8 Export Data……………………………………………… 21 2.4.1.9 Calculator…………………………………………………22 2.4.1.10 Exit……………………………………………………….. 22

2.4.2 BMC Menu 2.4.2.1 District Master……………………………………………23 2.4.2.2 Mandal master………………………………………….. 25 2.4.2.3 BMC Master…………………………………………….. 26 2.4.2.4 Village Master……………………………………………27 2.4.2.5 Bank Master…………………………………………….. 28 2.4.2.6 Branch Master………………………………………….. 29 2.4.2.7 Village Collection Point(VCP) ………………………….30 2.4.2.8 Village Organisation(VO) …………………………… .31


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2.4.2.9 Member…………………………………………………...32 2.4.2.10 Share……………………………………………………. .34 2.4.2.11 Payment cycle creation…………………………………35 2.4.2.12 Rate of milk ………………………………………………36 2.4.2.13 Rate entry...……………………………………………....37

Add / Edit Rate…………………………………………...37 Add / Edit Quantity based Incentive……………………39 Add / Edit Deduction / Premium……………………….40

2.4.2.14 Rate Chart………………………………………………..41 Fill Chart through formula……………………………… 42 Write Rate to Smart Card……………………………….42

2.4.3 Milk Menu 2.4.3.1 VCP Milk Collection……………………………………...44 2.4.3.2 Milk Collection……………………………………………46 2.4.3.3 Local Sale of Milk………………………………………..48 2.4.3.4 Process Incentive………………………………………..49 2.4.3.5 Milk Dispatch……………………………………………. 50 2.4.3.6 Milk Acknowledgement………………………………….51 2.4.3.7 Milk Daily MIS…………………………………………… 52

2.4.4 Reports Menu…………………………………………………. 53 2.4.4.1 BMC Center………………………………………………55

2.4.4.1.1 BMC Registration………………………………55 2.4.4.1.2 BMC Daily Register……………………………55 2.4.4.1.3 BMC MIS………………………………………..56 2.4.4.1.4 Member Share…………………………………56

2.4.4.2 Member 2.4.4.2.1 Ascending by code…………………………….57 2.4.4.2.2 Ascending by Name………………………….. 57 2.4.4.2.3 Member Milk Passbook……………………….58

2.4.4.3 Milk Summary 2.4.4.3.1 CP Shift Slip#1…………………………………59 2.4.4.3.2 CP Shift Slip #2 (Draft Printing)………………59 2.4.4.3.3 BMC Shift Summary#1………………………..60 2.4.4.3.4 BMC Shift Summary#1(Draft)………………..60 2.4.4.3.5 Discrepancy Report……………………………60 2.4.4.3.6 CP Passbook…………………………………..61 2.4.4.3.7 Payment Register(Draft Printing)…………… 61 2.4.4.3.8 Payment Register-1(Draft Printing)………… 61 2.4.4.3.9 Bank Statement………………………………. 62

2.4.4.3.9.1 Member Bank Advice…………………62 2.4.4.3.9.2 Member Cash Advice…………………62 2.4.4.3.9.3 CP Bank Advice……………………….62 2.4.4.3.9.4 CP Sahayak Payment……………….. 62

2.4.4.3.10 Monthly Summary…………………………… 63


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2.4.4.3.11 Yearly Summary………………………………63 2.4.4.3.12 Bonus Register………………………………..64 2.4.4.3.13 Local Sale of milk…………………………… 65 2.4.4.3.14 Milk Dispatch………………………………… 65 2.4.4.3.15 Milk Acknowledgement……………………….65

3. Troubleshooting………………………………………………………… 66


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1. Introduction :

SMMS covers computerisation of the basic activities performed during and after the collection of Milk at a CP/BMC. The total solution including computerisation is conceived, designed, developed and customized for the Dairy sector. Broadly, this document is a Formal description of operation of the Smart Milk Management Software (SMMS). On need basis, the description of the adopted procedures and practices are also referred to support and ensure smooth operation of SMMS.

1.1 Intended readership:

This manual has been written keeping in mind the end-user, who uses the application and which mainly acts as a reference manual.

1.2 Applicability Statement:

The current software release version 1.0. With the new requirements coming up and with each release of the product, the release versions are likely to change.

1.3 Purpose: 1.3.1 Purpose of the Manual :

This manual contains information for establishing your work using this software. Use this manual as a self-learning textbook. It describes the various functions that will be provided in the application and also the hardware and software requirements in the system it will guide you through each of the major facilities within SAMS.

1.3.2 Purpose of the Software: The package is designed to primarily deal with the tasks as mentioned above. In order to keep accounts of the BMC and its linkages with CP & Milk Plant in addition to above it also keeps the accounts of inwards & outwards transportation and ensure optimal use of the Computer, an integral yet modular system approach is envisaged.


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The general objectivity intended to be obtained with use of package SAMS are as under. 01. Computerise the activities of the Collection point / BMC in a

cost effective manner. 02. Allow users to store data and communicate information. 03. Provide a higher degree of automation. 04. Provide decision support at various levels of CP / BMC

Management. 05. Track events that change the shape of data. 06. Provide flexible query and reporting system. 07. Standardise the way in which data items are captured, edited,

updated and validated. As per requirement, the system should be suitable for instant weighing of milk, measuring FAT, SNF contents, calculating the amount payable to the member based on fat, SNF and weight, printing the amount calculated there of with member identification details. This system should also be used for maintaining the complete record of the collection center together with the details of all transactions of the Collection point / BMC centers.

1.3.3 Operating Environment:

Most of the CP/BMC located in remote villages, where basic eminities like light, water, hospital, roads etc. are scarily available and they are far away from the Plant or the Chilling centers. The general environment is dusty and humid. Very limited cost effective option of using key skin and system cover is suggested. In order to deal with power supply fluctuation problems, the UPS with 3 Hr. Battery back up and the Surge protector is suggested. Power supply : 220-240 Volts AC 50 Hz (Max +10%, Min -15%) Ambient temperature : 5 - 50 degree C Relative Humidity : 50% to 90%


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1.3.4 Hardware requirement:

• Electronics Weighing Scale • Electronics Milk Tester (EMT ) / Smart DPEMT • Digital Indicator • Computer System • Dot Matrix Printer • Smart Card Reader • Smart Cards

1.3.4 Software requirement:

Operating system – Windows XP/2000/2003. Suitable Anti Virus package

1.4 How to use this documents: This manual is designed to get you up and using the SAMS application. If you are new to the software we suggest you read through this publication with the software .It gives step by step description as to how the whole application works and also

1.5 Related Documents: 1.6 Conventions: 1.7 Problem reporting instructions:


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D:\NGC\AP SAMS Ver 2.10\SAT\APSMARTSA

2. Overview:

2.1 The Installation process : Please refer installation manual.

2.2 Software at a glance : 2.3 Login screen :

Module description and operation:

In order to prevent any unauthorized use of system, the Login window is introduced right on invoking the application. The user is required to select the language & society and also fill up the login & password, if user having correct login & password then system allows him to use the system according to user privileges.

On trying to proceed with incorrect login or password, login command button is disabled and the user will not allow to proceed further.


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2.4 Main Menu :

The main menu not only provides an overview of the application, but also gives a fair idea of the modularity adopted. The main menu of SAMS is shown below, which appears horizontally on running the application This Main menu comprises of the following sub-menus.


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2.4.1 Admin Menu :

This module comprises of the following sub-modules.

2.4.1.1 Help Menu : Click on .This will help you with the operation of the software.

2.4.1.2 About Menu : Click on .The following screen will appear.

This screen will show the details of the company which ahs developed the software and the version of the software.

1. Click to close the window.

2. Click .The following screen will appear


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2.4.1.3 Printer Setup:

Click on .The following screen will appear.

Select the appropriate printer.

Click to print the report.

Click to close the screen.


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2.4.1.4 Port Setting:

Click on . The following screen will appear.

Select the Machine. It can be any of the following.

Select the appropriate Communication port from the following.

Select the appropriate Maximum Speed from the following.


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Select Echo from the following

Click on the ‘off’ button to put off the Echo and on ‘On’ button to put on the Echo.

Select the appropriate connection preferences from the

following.

Select the appropriate Flow control from the following.

Select the appropriate Weighing Mode from the following.


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a) Select the Make from the following. b) Click on to collect the milk in Kgs. c) Click on to collect the milk in Ltrs.

d) Click on to automatically make the reading of the weighing scale to Zero.

e) Click on to take the weight in Double decimal. f) Click on to take the weight in 3 digits.

Click on to save the settings. Click on to test the settings. Click on to close the window. Repaet above steps for other interface machine, if recquired.


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2.4.1.5 Administrator :

Click on .The following screen will appear.

This menu will be visible only, if the program run through administrator password. If program run through user password then it will be user in the Admin menu. Administrative Form shows the list of users with their details like LoginID, Full Name, and date of Creation and rights.

Administrator can add and delete the users, he can also change the password and permission of selected user.

To Add the user: Click on Add user command button, another Form opens, Enter the Login name, password, verify password and full name for that user & press the OK Command button. Message displayed on screen “User has been Created” then press OK. You can see the Newly created user in user list.

To Delete the User: Select the user from user list, which you want to delete. Clicks on Delete command button, another Form opens with all the details of that user. Click on OK button, message box appears on screen “Do you really want to delete ?”. If you click on Yes button, message box appears on screen “User has been deleted” press OK button.

To Change Password: Select the user from user list, for which you want to change his password. Clicks on change password command button, another Form opens with all the details of that user. Enter the password & Verify password. Click on OK


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button, message box appears on screen “Password has been changed” then press OK button.

To Change Permission: Select the user from user list, for which you want to change his permission. Select / Unselect the permission like society, milk, inventory, accounts & reports then click on change button. After clicking the change permission button message box appeared on screen “Permission has been changed” then press the ok button.

To Show Permission: Select the user from user list, for which you want to see the

permission then click on Show permission button, it will show rights of selected user.

Note: 1. Password & Verify password should be the same otherwise it will

not accept it. 2. Full Name should not be Blank.

3. Duplicate User login name not accepted.

4. You can not delete root login name, because it is default login for administrator.


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2.4.1.6 Smart Card Setup:

2.4.1.6.1 To Setup the Card Reader:

Click on setup button. The below form appears on screen

Select “Is smart card reader connected ?” option

Select “SCM-SCR33x” reader from combo list.

Press Save button to save the parameters

2.4.1.6.2 Personlisation of Smart cards :

Click on card personalization menu following form appears on screen

• Insert the smart card into card reader

• Click View card button to see the card information.


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• Enter the CP code & CP name for which card to be personalised

• Click on Issue Card button to write the personalisation data in card.

2.4.1.6.3 Download Card Data: Click on Download Card Data menu following form appears on screen. This form is used to download the shift transaction data of each CP.

• Insert the smart card into card reader

• Click on Get Card Data

• It read the shift details of card and display in left list box

• Select the shift to download the transaction data

• Click on Download button

• It read the card data and displays the transaction details in right list box.

• Wait until progress bar status stop the processing.

• Press Save to save the data into database.

Note:

If card is not inserted properly, it generate the error message

Without personalising the card, it can’t work

It also displays the total collection of CP just below the


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right list box.

Calculate incentive rate is given for calculating the quantity based incentive amount for each member.

Red color indicate that there is some problem with SPDMCU rate & PC rate or CP /VO/member does not exists in master.

If again data downloaded for same CP and then pressing the save button, it ask for confirmation to save the data.


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2.4.1.7 Data Backup:

When you are first time clicking on this option then it will take the back of all the data & show the progress bar, other wise it will first show the message box like figure-3. If you select the Yes option then it will show the backup Form like figure-1. After completing the backup, message like figure–3 appeared on screen.

2.4.1.8 Export data: This form is used to export the transactional data of each member and transactional data of each Collection Point into the excel format. When you click on Export Data menu following form will be display. User can export the data for a particular shift or period or payment cycle basis. • Enter the from date and to

date • Select the shift Morning / Evening or All for both shift

Figure-2

Figure-1

Figure-3


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• Select the member data / CP data or both CP/Member data from dropdown list

• Press Export button to export the data. After pressing the export button message “Data has been exported successfully” will be appeared on screen. The excel file “MemberData.xls” will be created in application directory (i.e. c:\reilsams) . You can find two worksheets in this file, First sheet containing the data of Member transaction and second sheet containing the collection point data.

2.4.1.9 Calculator : This option invokes the ‘Calculator’ which is an in built Windows program.

2.4.1.10 Quit:

This menu is used to Exit from application.


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2.4.2 BMC Center: This module comprises of the following sub-modules.

2.4.2.1 District Master :

The Module will deal with the District. Data table containing the field like District code, name and State name.

Add Data: 1. Click on New Button or

Press ALT+N 2. Enter District Code. 3. Enter District Name. 4. Select State Name from

drop down list. 5. Click on SAVE button or

Press ALT+S.

Edit Data 1. Select the record which you want to edit by using navigation

button 2. Click on Edit Button or Press ALT+E


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3. Edit the respective filed. 4. Click on SAVE button or Press ALT+S. Delete : 1. Select the record which you want to edit by using navigation

button. 2. Press Delete button 3. It asks for confirmation

before deleting the data. 4. If user press the Yes

button, it will delete the selected record.

Note: 1. The State code will not be changed 2. It will not take duplicate state code.


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2.4.2.2 Mandal Master :

The Module will deal with the Mandal. Data table containing the field like District code, Mandal Code & Mandal Name. Add Data: 1. Click on New Button or

Press ALT+N 2. Select District name

from drop down list. 3. Enter Mandal code (2

digit). 4. Enter Mandal name 5. Click on SAVE button

or Press ALT+S.


button 2. Click on Edit Button or Press ALT+E 3. Edit the respective filed. 4. Click on SAVE button or Press ALT+S.

Delete : 1. Select the record which you want to edit by using navigation


before deleting the data. 4. If user presses the Yes


Note: 1. The Mandal code will not be changed 2. It will not take duplicate state code.


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2.4.2.3 BMC Master :

When you select this menu, BMC center form appeared on screen. You can add the BMC and modified the current selected BMC.

Add Data: 1. Click on New

Button or Press ALT+N

2. Enter Route code,route name, BMC code,BMC name Register no, date of registration and address of BMC center.

3. Enter Flush,lean and standard season milk commitments. 4. Select the Mandal Name from drop down list. 5. Click on Finance Tab. Enter the financial data like Pan no, Vat,

CST and financial year begin from and book begin from data. 6. Click on SAVE button or Press ALT+S.

Edit Data

1. Select the record which you want to edit by using navigation button

2. Click on Edit Button or Press ALT+E

3. Edit the respective field. 4. Click on SAVE button or Press

ALT+S. Note: 1. The BMC code will not be changed and only two digit code

allow. 2. It will not take duplicate BMC code. 3. It will not allow deleting the BMC once it is created. 4. After creating BMC Center , user has to close the application

and run it again the BMC center will be listed in drop down list of login window.


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2.4.2.4 Village Master :

When you select this menu, Village master form appeared on screen. You can add, modified the Village and delete the current selected Village. Add Data: 1. Click on New Button or

Press ALT+N 2. Select BMC center from

drop down list. 3. Enter village code in

three digit. 4. Enter Village name. 5. Enter Village Address. 6. Click on SAVE button or

Press ALT+S. Edit Data 1. Select the record which you want to edit by using navigation

button 2. Click on Edit Button or Press ALT+E 3. Edit the respective field. 4. Click on SAVE button or Press ALT+S.

Delete : 1. Select the record which you want to edit by using navigation


before deleting the data. 4. If user press the Yes


Note: 1. The Village code will not be changed 2. It will not take duplicate Village code.


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2.4.2.5 Bank Master :

The module will primarily deal with the information of the banks. The BMC,Collection Point and milk producers have to open the account in bank should defined by the state office.The payment will be directly transferred to the bank account either through cheque or electronic clearing system. Add Data: (* marked are essential fields) 1. Click on New Button or Press ALT+N 2. Enter Three digit bank Code * 3. Enter bank Name * 4. Enter Bank Address & City. 5. Bank State name. 6. Click on SAVE button or Press ALT+S.


button 2. Click on Edit Button or Press ALT+E 3. Edit the respective field. 4. Click on SAVE button or Press ALT+S. Delete: 1. Select the record which you want to edit by using navigation




Note: 1. Bank ID is auto generated. User can not change it. 2. The bank code will not be changed 3. It will not take duplicate bank code. 4. The bank can not be deleted, if child record found.


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2.4.2.6 Branch Master :

The module primarily deal with the branch information of the above banks. Add Data: (* marked are essential fields) 1. Click on New Button or

Press ALT+N 2. Enter Six digit branch

Code * 3. Enter branch Name * 4. Enter branch Address & City. * 5. Select Bank name from drop down list. * 6. Click on SAVE button or Press ALT+S. Edit Data 1. Select the record which you want to edit by using navigation

button 2. Click on Edit Button or Press ALT+E 3. Edit the respective field. 4. Click on SAVE button or Press ALT+S. Delete: 1. Select the record which you want to edit by using navigation




Note: 1. Branch ID is auto generated. User can not change it. 2. The branch code will not be changed 3. It will not take duplicate branch code. 4. The branch can not be deleted, if child record found.


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2.4.2.7 Village Collection Point:

The raw milk will be collected at pooling point from the Producers/milk agent (Producer institute).

Add Data: (* marked are essential fields) 1. Click on New Button or Press

ALT+N 2. Select Village name from drop

down list*. 3. Enter Two digit CP Code * 4. Enter CP Name * 5. Enter CP Bank Account No. 6. Enter ledger folio no. 7. Enter the Bank Account Holder

name. 8. Select bank branch name from drop down list. 9. Enter Distance of CP from BMC Center. 10. Select “Is Headload” , if milk is transported from CP to BMC

through Headload. 11. Enter the Headload rate/ltr. 12. Enter Unique CP Code. 13. Click on SAVE button or Press ALT+S. Edit Data 1. Select the record which you want to edit by using navigation

button 2. Click on Edit Button or Press ALT+E 3. Edit the respective field. 4. Click on SAVE button or Press ALT+S. Delete: 1. Select the record which you want

to edit by using navigation button. 2. Press Delete button 3. It asks for confirmation before

deleting the data. 4. If user presses the Yes button, it will delete the selected record. Note: 1. CP ID is auto generated. User can not change it. 2. The CP code will not be changed 3. It will not take duplicate CP code. 4. The CP can not be deleted, if child record found.


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2.4.2.8 Village Organisation:

The Village organisation is the individual he can collect the milk from his milk producers and brought the milk at Collection point. Add Data: (* marked are essential fields) 1. Click on New Button or

Press ALT+N 2. Enter Two digit VO Code * 3. Enter VO Name * 4. Enter VO Bank Account

No. 5. Enter ledger folio no. 6. Enter the Bank Account

Holder name. 7. Select bank branch name. 8. Enter Distance of CP from

BMC Center. 9. Select “Is Headload” , if milk is transported from CP to BMC

through Headload. 10. Enter the Headload rate/ltr. 11. Select the Colletion point name from drop down list. 12. Enter Unique VO Code. 13. Click on SAVE button or Press ALT+S. Edit Data 1. Select the record which you want to edit by using navigation



deleting the data. 4. If user presses the Yes button, it will delete the selected record. Note: 1. Village ID is auto generated. User can not change it. 2. The VO code will not be changed 3. It will not take duplicate VO code. 4. The VO can not be deleted, if child record found.


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2.4.2.9 Member Master: The MPs are the individuals and the basic source of raw milk provided by them. The MPs are associated with Collection point, Village Organisation and with BMC/MCC. The BMC can also work as Collection point and CP made up of many members associated together not only to form a source of raw milk for the Plant, but also to have a sure and continuous out-let of their milk production on daily / shift basis.

Add New Member: (* marked are essential fields) 1. Select Collection Point from drop down list. 2. Click on New Button or Press ALT+N, The form number &

member code will be automatically generated. 3. Enter membership form

number, if you want to change it. *

4. Enter membership form receiving date. *

5. Enter Six digit Member Code, if you want to change from generated one. The first three digit should be the Collection point code & next three should be member code. *

6. Select member type COW/BUFF from drop down list.


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7. Enter Member Registration date. * 8. Enter MP Name * 9. Enter MP father’s Name. 10. Enter SEX , Occupation and age of member. 11. Select Category of member from drop down list. 12. Enter Address of MP. 13. Enter Bank Account Number. 14. Select the MP as active member, if member pouring the milk

continuously. By default it is selected as active. 15. Select Bank/Branch name from drop down list. * 16. Enter the bank Account Holder Name. 17. Enter Nominee details. 18. Enter Introducer details. 19. Enter others details of

MP like number of buff/cow cattle etc.

20. Click on SAVE button or Press ALT+S.

Edit Member data: 1. Select the record which

you want to edit by using navigation button Or click on first column of member list.

2. Click on Edit Button or Press ALT+E

3. Edit the respective field. 4. Click on SAVE button or Press ALT+S. Delete Member: 1. Select the record which you want to edit by using navigation

button. Or click on first column of member list. 2. Press Delete button 3. It asks for confirmation



Note: 1. The MP code will not be changed 2. It will not take duplicate MP code. 3. The MP can not be deleted, if child record found.


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2.4.2.10 Shares: This screen is used to enter the share details / allotment of shares of the member.

Add Data: (* marked are essential fields) 1. Click on New Button

or Press ALT+N 2. Select the member

name from drop down list.

3. Enter Share Certificate no. *

4. Enter Date of allotment*

5. Enter Face value of share.

6. Enter total number of shares sold to member.

7. Enter certificate receipt number.. 8. Enter certificate receipt date. 9. Click on SAVE button or Press ALT+S. Edit Data 1. Select the record which you want to edit by using navigation



deleting the data. 4. If user press the Yes button, it will delete the selected record. Note: 1. The share can also be withdrwal by putting the withdrwal date.


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2.4.2.11 Payment Cycle Creation: Payment cycle creation form is used to create the payment cycle.

1. Enter the from date.

2. Enter the to date

3. enter the payment cycle days.

4. Click on process button. The payment cycle will be create for specified date.

5. Press save button to save the payment cycle into database.

Note : 1. Close Payment Cycle check box is provided for closing the

payment cycle. Once the payment cycle is closed then transactional data (i.e shift end data for member & Can collection) will not be modified.

2. User can also reprocess the payment cycle. The closed payment cycle will not be reprocessed.


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2.4.2.12 Rate of Milk: This Form is used to change the following:

1. CLR Required :if you select this option. SNF Calculation formula will be enabled, you have to enter the value for parameter ‘A’ and ‘B’. it will also allow the user to enter the CLR value during the milk collection.

2. Chart Based Rate : It will always selected.

3. Slip Print required : if you don’t want to print member payment slip then you have to deselect this option.

4. Local milk sale rate : Enter the local sale rate of buffalo milk and cow milk.

5. Deduction : Enter the amount, which will deduct from member payment (slip print).

6. Incentive : Enter the amount, which will Add to member milk payment amount (slip print).

7. Kg to Ltr. Conversion : This is used for converting the KG to Ltr by providing the value.

8. Keyboard style : Is used for multi lingual software. In this version this feature is provided.

9. Fixed Cp Chareges : Put the CP charges, if given to Collection point otherwise put the zero value.

10. Appropriation : Not Used in this version

Note: After changing above parameter, click on save parameter button or press Alt+S.


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2.4.2.13 Rate Entry: The rate can be changed by administrator only. The below list show all rates available in the database. Add New Rate: (* marked are essential fields) 1. Click on Add

Button or Press ALT+A. Rate ID automatically generated by the system.

2. Enter rate reference number. *

3. Enter rate reference Date. *

4. Enter the rate effective date. *

5. Select Rate Applied to from drop down list. Member / Collection rate can be applied seperatly.

6. Select if rate is incentive based. If this option selected then rate is based on dropdown list get enabled otherwise it will be disabled.

7. Select the Incentive is based on member or collection point from drop down list. This incentive will be applicable for quantity only.


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8. Select the milk type (good/sour/curd. From drop down list* 9. Select cattle type (cow/buff/both) from drop downlist. If the

both option selected, then the same rate is applicable for both the cattle. *

10. Select the rate type 1. Fat based 2. Fat vs SNF 3. Fat vs CLR 4. Total solid based. *

11. Enter the start Fat & end Fat 12. Enter the start SNF & end SNF 13. Enter Base Fat & Base SNF. 14. Enter Kg Fat Rate & Kg SNF Rate.

• Rate Type is Fat Based -> Kg. Fat Rate is required • Rate Type is Fat & SNF Based -> Kg. Fat Rate is

required, Kg SNF is optional. • Rate Type is Total Solid Based -> Put the TS Rate in

Kg. Fat Rate field, Kg SNF is optional. 15. Select the calculation based from drop down list. Following

four option is provided • Actual Fat & SNF - Rate will be calculated on

actual Fat & Actual SNF • Actual Fat & Base SNF - Rate will be calculated on

actual Fat & Base SNF • Base Fat & Actual SNF - Rate will be calculated on

base Fat & Actual SNF • Base Fat & Base SNF - Rate will be calculated on

base Fat & Base SNF

16. Click on Add button to add the defined range in the list box .If the Buff Cattle type is selected then the data will be added in Buff details list box otherwise it will be added in cow details list box.

17. Repeat the step 8 to 16 for other range, other cattle and other shift also.

18. Click on save button to save the list data into database. Edit Exiting Rate: 1. Click on the row of buff / cow details list for which editing is

required 2. All the field data like start Fat,End fat, start SNF end SNF, unit

& Unit rate will be filled up with the list data. 3. change the data 4. Click on Edit Button. 5. Click on Save Button.


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Add Quantity based Incentive Rate: Buff Quantity based Rate 1. Click on first item of buff

details list. Quantity based incentive button will get enabled.

2. Click on quantity based incentive button. A form will be displayed.

3. Enter the quantity. 4. Enter the Fat Rate, SNF Rate.

Put SNF Rate zero if the rate type is Fat based or total solid based.

5. Click Add button the rate is added in list box and Save button will get enabled.

6. Click to Save the data in database. 7. Repeat the step 3 to 6 for other quantity based rate.

Cow Quantity based Rate 1. Click on first item of Cow details list. Quantity based incentive

button will get enabled. 2. Repeat the Buff step 2 to 7.


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Deduction / Incentive details: Add Operation : 1. Click on Rate

deduction/ Premium structure tab.

2. Select the cattle type from drop down list

3. Select deduction or premium from drop down list

4. Select the one of the following based on criteria i.e

• Fat based • SNF based • TS based

5. Enter the start Fat & end Fat and start SNF & end SNF for which incentive/deduction will imposed.

6. Select the unit from drop down list. 7. enter the unit rate. 8. Click on Add button to add the data in list box. If the buff

cattle type selected then the data will be added in buff details list otherwise it will be added in cow details list.

9. Click on Save button to save the data in database. 10. Repeat the step 2 to 9 for other cases.

Edit operation :

1. Click on the row of buff / cow details list for which editing is

required 2. All the field data like start Fat,end Fat, start SNF end SNF, unit

& Unit rate will be filled up with the list data. 3. change the data 4. Click on Edit Button 5. Click on Save button to save the data.


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2.4.2.14 Rate Chart:

This screen is used to generate the rate chart. The chart can be generated in following ways 1. Manual Entry 2. Through Formula

Manual Entry :

1. Select the type of chart that will be either same chart for cow & buffalo milk or separate chart for both type of milk.

2. If chart is based on shift, then select the “Rate is based on shift” option and select shift from drop down list.

3. If you select the same chart for Cow & Buffalo then cattle type combo box can not be visible otherwise it will be visible.

4. Select the cattle type from second combo. 5. Select the rate chart based parameter from combo list. 6. If the rate parameter is Quantity Vs Fat then enter the Minimum

Fat & maximum Fat value. 7. If the rate parameter is Fat Vs CLR then enter the Minimum fat &

maximum fat and minimum CLR & maximum CLR value. 8. If the rate parameter is Fat Vs SNF or Fat Vs SNF Vs CLR then

enter the Minimum fat & maximum fat and minimum SNF & maximum SNF value

9. Select the Fat Difference in to range as per the rate chart, it can be 0.1 to 1.0.

10. Select the chart entry type, it can be complete entry or only for one liter. If you select the first option then you have to enter the amount for each cell otherwise you have to enter only for 1 liter.

11. Click on Generate Chart Button or press Alt+G, it will generate the complete blank chart.

12. Enter the amount in each cell accordingly. 13. If chart entry type is for one liter then you have to click on

Preview chart. 14. After completion of all the entries click on “Save Chart” or

press “ALT+S” key.


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Fill Char through Formula : Click on Fill chart through formula button of rate chart form following screen will be displayed.

1. Follow the above step 1 to 10. 2. Click on Fill Chart button. Rate will

automatically generated based on the Rate defined in Rate entry. Wait for few second a message “Chart generated successfully” appeared.

3. click on CLOSE to exit. 4. click on “Save Chart” Button or press “ALT+S” key.

Write Rate to Smart Card : Click on Write chart to smart card button of rate chart form following screen will be displayed.

1. Insert the card into card reader. 2. Click on Write button to write

chart in card. Rate writing progress bar shows the writing progress.

3. It will write Buff & Cow chart in the smart card.

4. if the chart is based on shift basis, first it will write the morning chart of buff & cow in first smart card. For evening chart it will ask to insert the new chart.

5. After completing the writing “Rate chart writing completed successfully” message appeared on screen and progress bar automatically stops.

6. To verify the card data, select the shift & cattle type from drop down list and click on Read button. It will read the data from smart card and display the rate in grid box.


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2.4.3 Milk Menu :

After defining the basic entities of Member and Rate of Milk by a BMC; the Milk is collected from the members / Collection points. The raw milk will be transported to BMC either by the route operator or by head load (pooling point itself). The route operator will collect the raw milk from all the collection points falling under the route. The milk will be collected in cans. The Collection point in-charge will hand over the dispatch slip generated by SDPMCU & Smart Card to route operator. The Smart card containing the information like dispatch milk details and milk producer wise details. The route operator will hand over the smart card to BMC shift in-charge. The smart card information will be downloaded in AMCU. Then shift operators will online collect the milk brought by route operator. The BMC can also work as collection point. It means the milk producer can directly pour the milk at BMC. As already explained, the immediate valuation of the Milk is done with the help of EMT and Weigher. The validated proof is provided to the member/collection point in shape of payment slip. The Milk can be sold locally at Village collection point as well as BMC and the balance is kept in the Bulk Cooler. The milk will be transported to the Plant per shift or combined of two shifts through the milk tanker. The Milk management can therefore be divided into following sub modules.


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2.4.3.1 VCP Milk Collection :

Click on VCP milk collection menu of Milk menu, following form will be displayed.

1. Enter the shift date in dd/mm/yyyy format.

2. Select the shift from drop down list.

3. press OK button, below form will be displayed on screen.

Above form is used to collect the milk from collection point. The route transporter / head load brings the milk in can from VCP. VCP wise can will be online weighted and tested for milk parameters like Fat & SNF.

1. Select the CP Name from drop down list.

2. Select the cattle type from drop list.

3. Select the milk type i.e. sweet/sour/curd from drop down list.

4. Enter the total number of cans of VCP. Put all the cans in weighing scale platform.

5. Press Enter key, weight will be automatically captured from weighing scale. Press Enter key again.

6. Enter the CLR.


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7. Press Enter Key , Fat will be automatically captured from EMT and SNF will be calculated.

8. Press Enter key, the Amount will be calculated based on Fat, SNF and quantity.

9. Press Enter Key.

10. Click On Add Button or Press Enter key. The all the data like CP code, cans, Fat, SNF, Quantity, Milk type, Cattle type, Amount will be displayed on right grid box and saved in database. If the milk is already added for the selected CP then it shows the below window

11. Click on Add button to Add more milk for selected CP.

12. Click Replace button to replace the

exiting milk data for selected CP.

13. Click Discard button to discard the modification

14. Click on Delete key to delete the existing data.

Repeat the above step form other collection point.


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2.4.3.2 Member Milk Collection : This screen is used to collect the milk from members. Member brings the milk in CP/BMC and online weighment and testing will be done for each members associated with CP/BMC.

Click on the milk collection menu of milk menu, following form will be displayed

1. Enter the shift date.


3. Click on OK to proceed the milk collection.

4. Click on Exit button to exit.

5. Close shift button is used to close the shift, in this case only the system administrator can change the data and other user can not be able to change any data.

After clicking on OK button following form will be displayed.

Select the Village organization from drop down list for which the milk collection is required.

How to start Online Milk Collection: 1.Check the EMT, Weighing scale & Digital indicator and

printer are properly connected with computer. 2.Insert the slip paper roll into roller assembly of printer. 3.Place two cans on the weighing platform one for cow milk

and one for buffalo milk.

List of member that has already been poured

Can indicate the total buffalo milk collected

Can indicate the total cow milk collected


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4. Tare the can weight using "SPACE BAR" key. If your Weigher is supporting Auto Tare then you can heard beep sound from Weigher and its display indicate 000.00 otherwise software will take care of tarring operation.

5. Pour the milk into the can. 6. Test the Milk for Fat%. 7. Enter Member number. 8. Press Enter Key, that will captured the weight. 9. Press Enter Key, that will captured the Fat% from EMT. 10. If your rate chart is based on CLR then Enter the CLR. 11. Press Enter Key, that will calculate the amount. 12. Press Enter Key, that will print the payment slip. 13. Continue above process from 5 to 12 throughout the milk

collection.

Note:

• Whenever can replaced or milk taken out from the can, you have to do the tarring operation by pressing SPACE BAR key.

• If you don’t want to print the payment slip Click On Printer icon (Bottom right corner).

• The member code upto 256 are for Buff Milk member and more then 256 are for cow milk members.

How to start Manual Milk Collection: 1. Enter the member number. 2. Press “+” key and enter milk Quantity. 3. Press “+” key and enter milk Fat 4. Press Enter Key,. If your rate chart is based on CLR then

Enter the CLR. 5. Press Enter Key, it will calculate amount. 6. Press Enter key, it will print payment Slip. 7. Continue above process for other manual entry.


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2.4.3.3 Local Milk Sale: This screen is used to enter the details of local sale of milk. You can also modify the local sale that has been entered through slip print window.

How to Add Local Sale Data: 1. Click on New button or press Alt+N, all the entry field will

goes blank. 2. Enter the date. 3. Select the shift from drop down combo. 4. Select cattle type from cattle type drop down combo. 5. Select Sale Type from drop down list. User can also create the

sale type by clicking on Sale Type button and Rate for sale type can be defined seperatly.

6. The default cash or credit sale of Sale type will be displayed after selecting the sale type from drop down list and sale rate of selected milk type will also be dosplayed in Rate field.

7. Enter the Milk Quantity sold. Press Enter key. The amount will be calculated and displayed in amount field. User can also change the amount.

8. Click on Save button or Press Alt+S key. How to Modified existing Local Sale Data:

1. Select the data by using navigation bar or double clicking over date from the list below.

2. Click on Edit Button or Press Alt+E key. 3. Change the respective data. 4. Click on Save button or press Alt+S.


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2.4.3.4 Process Incentive :

Milk collected at Village collection point is based on the basic rate of milk and incentice rate is not given to its member at the time of milk collection. This screen is used to process the quantity based incentive to all members and village collection point. There are two methods to give the incentive rate.

1. Based on total quantity collected at Village collection point from its member.

2. Based on total milk received from Village collection point at BMC (Can collection).

The above method should be defined in Rate Entry module.

Follow the below steps to Process Qunatity based incentive 1. Enter the shift date.


3. Click on Process button, a progress bar indicate the progress of process. It will replace the old rate with new incentive based rate.


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2.4.3.5 Milk Dispatch:

This screen is used to enter the details of milk supplied to dairy.

How to Add Local Sale Data: 1. Click on New button

or press Alt+N, all the entry field will goes blank.

2. Enter the date. 3. Select the shift from

drop down combo. 4. Select the cattle type

from cattle type drop down combo.

5. Enter number of cans. 6. Enter the Milk Quantity sold. 7. Enter Average Fat & SNF. 8. Enter Departure date & Time. 9. Enter Truck number. 10. Enter the amount. 11. Click on Save button or Press Alt+S key.

How to Modified existing milk supplied Data:

1. Select the data by using navigation bar or double clicking over

date from the list below. 2. Click on Edit Button or Press Alt+E key 3. Change the respective data. 4. Click on Save button or press Alt+S.


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2.4.3.6 Milk Acknowldement:

This screen is used to enter the details of milk received at dairy.

How to Add Milk Received Data:

1. Click on Add button or press Alt+A, all the entry fields will goes blank.

2. Enter the date. 3. Select the shift

from drop down combo.

4. Select the cattle type from cattle type drop down combo.

5. Select the type of milk (sweet, sour, curd) from drop down combo.

6. Enter number of cans. 7. Enter the Milk Quantity received. 8. Enter Average Fat & SNF and amount. 9. Enter Truck number. 10. Enter truck arrival time and weighment time at dairy. 11. Click on Update button or Press Alt+U key.

How to Modified existing milk Received at dairy Data:

1. Select the data by using navigation bar. 2. Change the respective data. 3. Click on Update button or press Alt+U.


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2.4.3.7 Milk daily MIS:

This screen is used to display the monthly milk collection data of BMC & member (date & shift wise). This screen shows the day wise milk collected from members/BMC in selected month and years.

How to see the monthly details of BMC:

1. Select the BMC from first drop down combo. 2. Select the month from forth drop down combo. 3. Select the year from last drop down combo.

How to See the monthly details of Member:

1. Select the Member from first drop down combo. 2. Select the member code from second drop down combo or

select the name from third drop down combo. 3. Select the month from forth drop down combo. 4. Select the year from last drop down combo.

Total Milk of the Month


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2.4.4 Report Menu :

This menu is used to view/print the specific report. Below diagram show the general layout/menu of the report menu. Report menu is divided three categories. For BMC related report you have to select BMC report menu, for member specific report you have to choose Member etc.

Crystal Report Viewer detials: This tool is used to view/print the specific report. Below diagram show the general layout of the tool bar. Tool bar is a part of report preview screen. Tool bar is placed on bottom of the report screen. How to move page: Press the navigation first button to move the page to first page. Press the navigation Second button to move the page to previous page. Press the navigation third button to move the page to next page. Press the navigation fourth button to move the page to last page. How to Zoom in/out ( Enlarge) Report: The Zoom button allows you to switch between three levels of magnification when displaying reports in the Preview Window. How to Print the Report: You can use the Print button to print the report, it will give you the hard copy of your report. Make sure the paper is proper inserted into the printer before using this button How to Export the Report into other Format: The Export command enables you to print your report to an electronic file in a Format that can be read by another software


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application. For example, you could export your report in Microsoft Excel Format and then open it in Excel as a normal spreadsheet file. The Export facility supports several popular word processing, database, and spreadsheet Formats and a number of standard data interchange Formats as well. The following is a partial list of export Formats available. See the complete list when you scroll the drop down list after activating the command:

• Word processor specific Formats • Word for Windows • Word for DOS (16 bit only) • Word Perfect (16 bit only) • Spreadsheet specific Formats • Lotus 123 (WKS) • Lotus 123 (WK1) • Excel 2.1 (XLS) • Excel 3.0 (XLS) • Excel 4.0 (XLS) • Excel 5.0 (XLS) • Other text Format like comma, tab separated Format.

How to Close the report screen: Use the Close command to close out an active print window.

General report Tool

Bar

Close button is used to Close the

Navigation Button is used to

move the

Print button is used to print the

Zoom button is used to

zoom in /out Export button

is used to export the report file


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2.4.4.1 BMC Center Report:

This menu is used to view/print the BMC related report. This menu is divided into Six categories.

To View /Print BMC Registration report: 1. Click on BMC. registration menu,

new Form appears on screen (See figure-1).

2. From date & to date fields are disabled for this option, you can not change it.

3. Click on Print button to view the report.

4. Report Form will appear on screen after clicking on print button.

To View /Print Daily register report:

1. Click on BMC daily register

menu, new Form appears on screen (See figure-2).

2. Enter the from date & to date. 3. Select the purchase/sale register. 4. Press the Preview button, it will

show the report for the above period.


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To View /Print BMC MIS report:

1. Click on BMC MIS menu, Form

appears on screen 2. Enter the From date & to date. 3. Click on Print button to view the

report, it will show the society MIS report for above period.

To View /Print Member Share report:

To View /Print Share Report: Click on Member share menu, it will show the below form.

1. Click on Share report / Share withdrwal report option.

2. Enter the From date & to date.

3. Click on sort to defined the sort type. It will sort the data.

4. Click on sort order ascending / desending order.

5. Click on Print button. It will displayed the share / share withdrawal report


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2.4.4.2 Member Report: This menu is used to view/print the member related report. This menu is divided into three categories.

To View /Print Member list by ascending by code report:

1. Click on Ascending by code menu, new Form appears on screen. 2. Click on member list. 3. click on sort button to sort

the report. 4. click on Print buttom to print

the member list. To View /Print Active Member 1. Click on Active option. 2. From date & to date fields

are disabled for this option, you can not change it.

3. Enter the no days criteria / quantity based criteria.

4. click on sort button to get sorted report

5. click on sort order to get the reported in ascending/deascending order.

6. Click on Print button to view the report. 7. Report Form will appears on screen after clicking on print button.

To View /Print Member list by ascending by code report:

1. Click on Ascending by Name

menu, new Form appears on screen 2. Follow the step 2:4.


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To View /Print Member Passbook report:

1. Click on Member milk passbook

menu, new Form appears on screen.

2. Enter the From date & to date. 3. Click on Specific option button. 4. Enter the start member code & end

member code. 5. Click on Ok button or press Alt+O

key, it will show the passbook for above mentioned period.

Note:

1. If you try to print the report without specify the date, it will

give the message “Please specify the date”. 2. If you try to print the report without specify the start & end

member code, it will give the message “Please specify the member code”.

3. You should enter the valid date in dd/mm/yyyy Format. 4. Press Escape key to close the form.


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2.4.4.3 Milk Report: This menu is used to view/print the milk related report. This menu is divided into fifteen categories.

To View /Print CP Shift Slip#1 and CP Shift Slip#2 (Draft Report) report:

1. Click on CP Shift Slip#1 or CP Shift

Slip#2(Draft) menu, new Form appears on screen.

2. Select Village organization from drop down list.

3. Select the shift from drop down list. 4. Enter the date for which you want to

print the report. 5. Select All/Specific Member option, if

you select All the it will give the summary of all the member. If you select the Specific, then you have to enter the start & End member code. It will show the report for specified member.

6. Click on Print button or press Alt+P. 7. Report Form will appears on screen after clicking on Print button.


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To View /Print BMC Shift Summary#1 and BMC Shift Summary #2 (Draft) report:

1. Click on BMC Shift Summary#1 or BMC Shift Summary #2 (Draft)

menu, new Form appears on screen. 2. Enter the from date. 3. Enter the To date. 4. Select the shift from drop down list. 5. Select All/Specific CP option, if you

select All the it will give the summary of all the member. If you select the Specific, then you have to enter the start & End member code. It will show the report for specified member.

6. Click on Print button or press Alt+P. 7. Report Form will appears on screen

after clicking on Print button. To View /Print Descripancy report:

This report show the details of milk collected at village collection point and milk received at BMC through collection point. It also shows the difference of these two data.

1. Click on Descripancy report menu, new Form appears on screen.

2. Enter the from date. 3. Enter the To date. 4. Select the shift from drop down

list. 5. Click on Print button or press

Alt+P. 6. Report Form will appears on

screen after clicking on Print button.


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To View /Print Collection Point Passbook:

This report shows the details of milk received at BMC through collection point.

1. Click on CP Passbook menu, new Form appears on screen.

2. Enter the from date. 3. Enter the To date. 4. Click on Print button or press Alt+P. 5. Report Form will appears on screen after

clicking on Print button.

To View /Print Payment Register draft printing / Payment register -1 draft printing report:

1. Click on Payment register menu, new

Form appears on screen (See below Form).

2. Enter the from date 3. Enter the to date. 4. Select the shift from drop down list. 5. Select All/Specific Member option, if

you select All the it will give the summary of all the member. If you select the Specific, then you have to enter the start & End member code. It will show the report for specified member.

6. Click on Print button or press Alt+P. 7. Report Form will appears on screen after clicking on Print button.


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To View /Print Bank Statement:

This menu is used to print the bank related report for members as well as collection point. It is divided into four categories. To View /Print Bank Advive Statement: 1. Click on member bank advice menu to print the member bank

advice 2. Click on member Cash advice menu to print the member Cash

advice 3. Click on CP bank advice menu to print the CP bank advice 4. Click on CP Sahayak payment menu to print the CP Sahayak

payment After clicking on one of the above option, below form will be displayed. 1. Enter from date. 2. Enter to date. 3. Click on Generate button to view

the related report. Note : With Adjustment & VO commission are not used.


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To View /Print Monthly Summary report:

1. Click on Monthly Summary menu,

new Form appears on screen (See below form).

2. Select the Village organistion fom drop down list.

3. Select the Month from drop down list.

4. Select All/Specific Member option, if you select All the it will give the summary of all the member. If you select the Specific, then you have to enter the start & End member code. It will show the report for specified member.

5. Click on Print button or press Alt+P.

To View /Print Yearly Summary report:

1. Click on Yearly Summary menu,

new Form appears on screen (See below form).

2. Select the Village organistion from drop down list.

3. Select the Year from drop down list. 4. Select All/Specific Member option,

if you select All the it will give the summary of all the member. If you select the Specific, then you have to enter the start & End member code. It will show the report for specified member.



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To View /Print Bonus Register report:

1. Click on Bonus register menu, new Form appears on screen (See below

form). 2. Select the year from drop down

list. 3. Enter the bonus rate & press Tab

key. 4. Enter the dividend rate & press tab

key. 5. Select All/Specific Member

option, if you select All the it will give the summary of all the member. If you select the Specific, then you have to enter the start & End member code. It will show the report for specified member.



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To View /Print Local Sale report:

1. Click on Local Sale menu, new

Form appears on screen (See below form).

2. Click on CP/VO or Consolidated option.

3. Select the CP/VO from drop down list.

4. Enter the Start date then press Tab key.

5. Enter the End date then press Tab key.

6. Select the shift from drop down list. List shows morning/evening/both. 7. Select the Sale Type from drop down list. 8. Click on Print button or press Alt+P. 9. Report Form will appears on screen after clicking on Print button.

To View /Print Milk Transport to dairy report:

1. Click on Milk Transport to dairy menu, new Form appears on screen

(See below Form). 2. Enter the Start date then press Tab key. 3. Enter the End date then press Tab key. 4. Select the shift from drop down list. List

shows morning/evening/both. 5. Click on Print button or press Alt+P. 6. Report Form will appears on screen after

clicking on Print button. To View /Print Milk received at dairy report:

1. Click on Milk received at dairy menu, new Form appears on screen (See

below Form). 2. Follow the above step 2-6.


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3. Troubleshooting: This Chapter is to provide first hand help to overcome any problem if occurred during the course of usage. Please note that some of the actions mentioned below are required to be carried out by trained personnel on computer hardware. If you are unable to follow any instructions here, please contact our qualified personnel. Computer not getting "ON" (Power on LED not glowing): • Please check the power connection behind the system and at the

power outlet plug. Check if switch is switched on. • Check if machine power button is switched on. • Please check if fan at the rear is running. Please call the nearest

Service Center and ask for "Power supply repair replacement". If fan is running and still the machine is not getting "ON", please call the nearest Service Center with the information that the fan is running and Computer is not getting on.

Computer is "ON" but no display on monitor: • Check if monitor Power switch is switched on and monitor power LED

is glowing. If the problem is not solved please refer to the steps below. • Check the Power connection behind the monitor for proper connection

to power plug. • Check if the monitor interface cable is connected properly to the blue

colored "VGA connector" at the rear of computer. • If the above does not solve the problem please try by pressing "Reset"

switch on Computer. Keyboard Error or No Keyboard Present: • Please check if LED’s in glowing CAPS LOCK or SCROLL LOCK. If

LED’s are not glowing then report the problems to service center. Else, please check the connection of Keyboard behind the system. If not connected please connect and restart the Computer.

PS/2 Mouse not working in Windows: • Please check the connection of PS/2 mouse behind the system. If not

connected please connect and reboot the system. • Check if Windows has detected the mouse in Control panel / System /

Device Manager / Mouse. please note "!" or "(X)" should not appear. If one of these appears select Mouse and Click Remove button which is located below and reboot the system. The next time the PS/2 Mouse will automatically detect while booting the system and start working.


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Disk Boot Failure / Insert System Disk and Press <Enter> / No boot device was found / Error encountered initializing Hard Disk: • You should boot the system without any floppy in the floppy disk drive.

Please check if any floppy is inserted in floppy disk drive, if yes removing it will solve the problem. If the problem isn’t solved please try the following.

• Please insert the crash recovery bootable floppy and try recovering the system.

Beeps when system is switched ON: • While switching on the system if you hear beeps, then call the service

center. Memory Address Error at XXXX:XXXXXXXX • It indicates a memory address error at the specific location in the

memory chip Please contact the nearest service center and inform the error message and memory capacity in your system.

I have forgotten my System Setup / Power On Password: • Please call the nearest service center. Please remember that it is

different from SAMS password. Software Troubleshooting: • If Windows 9X / ME / 2000 started in safe mode or not working

properly, then reboot the system. • Properly log on the system with valid user name and password. • If Fat is not coming from EMT, then check the cable harness between

EMT, Digital Indicator and COM2 port of the Computer. The EMT should also be working properly.

• Weight is not coming from Weigher, then check the cable harness between Weigher and COM1 port of the Computer. The Weigher should also be working properly.

• If Digital indicator is not displaying any data, then check the cable harness from EMT and supply from the Power Supply unit.

• If amount not calculating during the milk collection, then fill up the rate chart properly.


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Emergency information Do’s Placement of System • Select a proper place where direct sunlight or dust is negligible. • It is advisable to protect the system from dust by using dust cover (dust

cover for system / keyboard / monitor / mouse / printer) when the system is not in use.

• Keep all the documents and drivers like (invoice, license of operating system, warranty card, driver CD, media) safe for further use.

Power • Turn ON the monitor first and then the system. • It is advisable to use UPS (uninterrupted power supply) • Always use the system with proper electrical grounding. • Use windows shutdown command in start menu to turn off the system

message “its safe to turn off the computer” will be displayed the turn off the computer with the Power ON/OFF switch.

• Some systems will come with software shutdown, which will turn off the system without the message being displayed (called SOFT-OFF).

Maintenance • Run scan disk once a month, this avoids Hard Disk errors and

prevents data loss and Hard disk failure and helps in prolonging the life of the Hard Disk Drive.

• Run defragmentor once a month, this helps you in rearranging the files as well as unused space in the Hard Disk Drive. So that your programs can run faster and make optimum use the disk space in Hard Disk

• Run Disk cleanup of the Hard Disk once a month (for windows OS), this removes unwanted files from the Hard Disk which may occupy lot of space in the hard disk.

• Please take a back up of your files regularly. • Create a Windows start up floppy, this will help you in trouble shooting

the Windows problems that may occurs. Virus: • Avoid using Floppies / CD from unreliable sources. • Do periodical scanning for virus on your system. • Write-protect your floppies. This is a good way to keep viruses away.


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Cleaning: • It is advisable to use floppy drive head cleaning kit regularly (once a

month) for cleaning the floppy drive head of the system. • It is advisable to do periodical cleaning of the CD ROM media to

prevent problems from reading. • Please remove the power plug before you start any cleaning activity on

the equipment. • You must clean the equipment time to time, to avoid damage caused

by dust getting accumulated, and to retain the good looks of the equipment.

• Don’t use liquid cleaner. Use a damp cloth for cleaning. • Please don’t try to clean anything inside the equipment. This may

cause the serious damage to your equipment. Don’ts • Don’t place the system on unstable stand or table, the system may fall

and cause serious damage to sensitive components. • Don’t place the system near the window and other location where dust

/ heat / humidity are more. • Don’t turn off the system directly by power ON/OFF switch. • Don’t move the system when it is ON. • Don’t allow anything to rest on the power cord, • Don’t connect / remove any peripherals when the system is in on

condition (e.g. printer, mouse.) • Do not attempt to service the equipment yourself. • Don’t spill any liquid on the system/monitor/keyboard/mouse. • Don’t delete unknown files from hard disk. • Don’t use mouse without the mouse pad. • Don’t keep the floppies/CD in place where Dust/Humidity, magnetic

and sunlight are present. • Don’t change the BIOS settings without prior knowledge. • Don’t use infected floppy in your system.

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