Franking User Manual V2.0

Franking Operations
User Manual
Department of Posts
(Ministry of Communication and Information Technology)
September 2015
Version 1.0
Franking Operations User Manual
Notice
This is a controlled document. Unauthorised access, copying,

replication or usage for a purpose other than for which it is intended,
are prohibited.
All trademarks that appear in the document have been used for
identification purposes only and belong to their respective companies.
DOP Confidential i
Document Release Note

Notice No.:
Customer: Department of Post
Project: Core System Integrator
Document Details
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Franking User Manual 1.0 Franking User Manual
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The documents or revised pages are subject to document control.
Please keep them up-to-date using the release notices from the distributor of the
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These are confidential documents. Unauthorised access or copying is prohibited.
Approved by: Authorised by:
Date: Date:
DOP Confidential ii
Document Revision List

Customer: Department of Post
Project: DOP – Core System Integrator
Document Name: Franking User Manual
Release Notice Reference (for release)
Previous Release
Revision Revision Revision Page Action Addenda/
Page Notice
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DOP Confidential iii

About this Document

Purpose
The purpose of this document is to help DOP employees to understand features and
functionality offered through Franking module of Mail Operations application and
accomplish their business functions using new CSI system. Additionally this manual
envisaged to be beyond transaction knowledge and empower users to leverage capabilities
of the system for benefit of the organisation.
Intended Audience
This manual is intended for DOP employees working on Franking operations.
Prerequisites
Following are the prerequisites for performing the tasks presented in this manual:
Functional/  Basic understanding of Franking operations

Technical  The licensing authority user should be provided with the
needed access.
Organisation of this Document

Information in this document has been organized as follows:
Table 1: Organisation of the Document
Chapter Description
Chapter 1 Introduction to Franking
Chapter 2 Getting Started (System Security, User Authorisation, Software

Environment)
Chapter 3 Using SAP System
Chapter 4 Franking Business Functions
Chapter 5 Error Handling
Typographical Conventions
The following table gives the details of the typographical conventions used in the
document:
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Table 2: Typographical Conventions
Formatting
Type of Information
Convention
Key Names Keys on the keyboard appear in title case (first letter in upper
case). For example, Page Up, Caps Lock
A combination of keys is connected by a +. For example, Shift
+ Tab means you should press the Shift key and the Tab key
together.
Commands and Buttons check boxes, etc. Commands that you choose from
Screen element the menus or dialog boxes appear in title case and are bold-
names faced.
Example: Click Components from the Action menu.
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Contents
1. Introduction .............................................................................................................. 1
2. Getting Started ......................................................................................................... 2
2.1. System Security ...................................................................................................................... 2
2.1.1. User Authentication ......................................................................................................... 2
2.1.2. Role Based Authorization ................................................................................................ 3
2.1.3. Session Time-out ............................................................................................................ 3
2.2. Recommended Display Settings ............................................................................................. 3
2.3. Environment ............................................................................................................................ 3
2.4. Getting Support ....................................................................................................................... 3
3. Using SAP system .................................................................................................... 4
3.1. Screen Elements ..................................................................................................................... 4
3.2. SAP Window ........................................................................................................................... 5
3.2.1. Standard Tool Bar ........................................................................................................... 5
3.2.2. Menu Bar ......................................................................................................................... 7
3.2.3. Title Bar ........................................................................................................................... 8
3.2.4. Application Bar ................................................................................................................ 8
3.2.5. Status Bar ........................................................................................................................ 8
3.2.6. Message Area ................................................................................................................. 8
4. Franking- Business Operations............................................................................. 10
4.1. Franking Main Screen ........................................................................................................... 10
4.1.1. Detailed Description of Franking Main Screen .............................................................. 10
4.1.2. Logging on to the Franking Operations ......................................................................... 10
4.2. Document Status Update ...................................................................................................... 13
4.2.1. Document Status update ............................................................................................... 13
4.2.2. Accessing Document Status Update ............................................................................ 13
4.2.3. Logging on to the document Status Update .................................................................. 13
4.2.4. Accessing the System ................................................................................................... 13
4.3. Approving Request for New License ..................................................................................... 17
4.3.1. Issuing a Franking License ........................................................................................... 17
4.3.2. Accessing Franking License ......................................................................................... 17
4.3.3. Logging on to the Franking System .............................................................................. 17
4.3.5. Results .......................................................................................................................... 28
4.3.6. Logging Out ................................................................................................................... 28
4.4. Approving Requests for Cancellation .................................................................................... 29
4.4.1. Franking License Cancellation ...................................................................................... 29
4.4.2. Accessing Franking license Cancellation ...................................................................... 29
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4.4.4. Accessing the system ................................................................................................... 29

4.4.5. Result ............................................................................................................................ 44
4.4.6. Logging Out ................................................................................................................... 44
4.5. Approving Requests for Renewal of License ........................................................................ 45
4.5.1. Renewing a Franking license ........................................................................................ 45
4.5.2. Accessing Renewal of a Franking License ................................................................... 45
4.5.5. Result ............................................................................................................................ 56
4.5.6. Logging Out ................................................................................................................... 56
4.6. Setting Notional Credit for Departmental Franking Machines ............................................... 57
4.6.1. Notional Credit ............................................................................................................... 57
4.6.2. Accessing Notional Credit ............................................................................................. 57
4.6.5. Result ............................................................................................................................ 66
4.6.6. Logging Out ................................................................................................................... 66
4.7. Maintaining Rebate Instructions ............................................................................................ 67
4.7.1. Rebate Standing Instruction .......................................................................................... 67
4.7.2. Accessing Rebate Standing Instruction ........................................................................ 67
4.7.5. Result ............................................................................................................................ 72
4.7.6. Logging Out ................................................................................................................... 73
4.8. Approving Requests for Address Change ............................................................................. 74
4.8.1. Address Change of a Franking license ......................................................................... 74
4.8.2. Accessing Address Change of a Franking License ...................................................... 74
4.8.5. Result ............................................................................................................................ 87
4.8.6. Logging Out ................................................................................................................... 87
4.9. Uploading ECMS Document ................................................................................................. 88
4.9.1. Accessing ECMS DOCUMENT UPLOAD ..................................................................... 88
4.9.4. Result ............................................................................................................................ 98
4.9.5. Logging Out ................................................................................................................... 98
4.10. Franking Reports ............................................................................................................... 99
4.10.1. List of Franking Reports ................................................................................................ 99
4.10.2. Accessing Franking Reports ....................................................................................... 100
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4.10.3. Franking Rebate Report .............................................................................................. 108

4.10.4. Notional Credit Report ................................................................................................. 111
4.10.5. Franking Refund Report .............................................................................................. 113
4.10.6. Franking Usage Status Report .................................................................................... 116
4.10.7. Franking Connection Status Report ............................................................................ 118
4.10.8. License Wise Usage Report ........................................................................................ 121
4.10.9. License Request Details ............................................................................................. 125
4.10.10. SOM & USG Comparison Report ............................................................................ 130
4.10.11. List of Franking Licenses ........................................................................................ 131
4.10.12. Recharging Franking Licenses ................................................................................ 136
4.10.13. Result ...................................................................................................................... 139
4.10.14. Logging Out ............................................................................................................. 139
5. Error Handling ...................................................................................................... 140
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List of Figures
Figure 1: SAP Window showing the buttons and the tool bar .............................................. 5
Figure 3: Message Area...................................................................................................... 8
Figure 4: SAP Logon ........................................................................................................ 10
Figure 5: SAP Easy Access .............................................................................................. 11
Figure 6: Franking Operations .......................................................................................... 11
Figure 7: Screen Flow ....................................................................................................... 14
Figure 8: Franking Operations .......................................................................................... 15
Figure 9: Document Status Update Selection ................................................................... 15
Figure 10: License Request – Document Status Update ................................................... 16
Figure 11: Screen Flow ..................................................................................................... 20
Figure 12: Franking Operations ........................................................................................ 21
Figure 13: License Issue Selection ................................................................................... 22
Figure 14: License Details ................................................................................................ 22
Figure 15: License Issue ................................................................................................... 27
Figure 16: File to upload ................................................................................................... 27
Figure 17 : Transaction Status .......................................................................................... 28
Figure 18: License Identifier Selection .............................................................................. 28
Figure 21: License Cancel ................................................................................................ 34
Figure 22: License Cancellation/Activation Window .......................................................... 35
Figure 23: License Cancellation/Activation ....................................................................... 36
Figure 24: License Cancellation ........................................................................................ 36
Figure 25: Warning Message ............................................................................................ 36
Figure 26: Customer Identifier and Customer Ref. No. Block and Withhold ...................... 37
Figure 27: Exit Screen ...................................................................................................... 37
Figure 28: License Cancel ................................................................................................ 38
Figure 29: License Cancellation/Activation – Open for Verification ................................... 38
Figure 30: License Cancellation/ Activation ...................................................................... 41
Figure 32: Proceed to Document Upload .......................................................................... 42
Figure 33: License Cancellation ........................................................................................ 42
Figure 34: Choose File to Upload ..................................................................................... 43
Figure 35: Upload Screen ................................................................................................. 43
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Figure 37: Back Screen .................................................................................................... 44

Figure 40: License Renewal ............................................................................................. 50
Figure 41: License Renewal Screen ................................................................................. 50
Figure 44: LICENSE RENEWAL ....................................................................................... 54
Figure 45: LICENSE RENEWAL ....................................................................................... 55
Figure 49: Franking operations ......................................................................................... 60
Figure 51: Departmental FM ............................................................................................. 61
Figure 63: Rebate Standing Instruction ............................................................................. 72
Figure 65: Rebate Standing Instruction ............................................................................. 72
Figure 68: ADDRESS CHANGE ....................................................................................... 78
Figure 69: Address Change .............................................................................................. 82
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Figure 82: ECMS .............................................................................................................. 92
Figure 83: ECMS .............................................................................................................. 92
Figure 84: ECMS Main Screen ......................................................................................... 93
Figure 85: File Download .................................................................................................. 93
Figure 86: Save As ........................................................................................................... 94
Figure 87: ECMS .............................................................................................................. 94
Figure 88: ECMS .............................................................................................................. 95
Figure 91: ECMS .............................................................................................................. 97
Figure 92: ECMS Main Screen ......................................................................................... 97
Figure 93: ECMS .............................................................................................................. 98
Figure 94: Screen Flow ................................................................................................... 107
Figure 95: Franking Rebate Report ................................................................................ 108
Figure 96: Calendar ........................................................................................................ 109
Figure 97: Rebate Report Transaction Date.................................................................... 109
Figure 98: Franking Rebate Report ................................................................................. 110
Figure 99: Notional Credit Report ................................................................................... 111
Figure 100: National Credit Report ................................................................................. 112
Figure 101: Refund Report ............................................................................................. 113
Figure 102: Calendar ...................................................................................................... 114
Figure 103: Rebate Report Transaction Date.................................................................. 114
Figure 104: Franking Refund Report ............................................................................... 115
Figure 105: Franking Refund Report ............................................................................... 115
Figure 106: Usage Status Report.................................................................................... 116
Figure 109: Connection Status Report ............................................................................ 118
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Figure 112: License Wise Usage Report ......................................................................... 121
Figure 113: Calendar ...................................................................................................... 122
Figure 115: Calendar ...................................................................................................... 123
Figure 119: License Request Details .............................................................................. 125
Figure 120: Transaction type .......................................................................................... 126
Figure 122: Find ............................................................................................................. 127
Figure 123: Licensing Authority Code ............................................................................. 127
Figure 127: SOM & USG Comparison Report ................................................................. 130
Figure 128: List of Franking Licenses ............................................................................. 131
Figure 129: Find ............................................................................................................. 132
Figure 132: Calendar ...................................................................................................... 133
Figure 134: Calendar ...................................................................................................... 134
Figure 138: Recharge of Franking Licenses.................................................................... 136
Figure 139: Find ............................................................................................................. 137
Figure 143: SAP Easy Access ........................................................................................ 139
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List of Tables
Table 1: Organisation of the Document...............................................................................iv
Table 2: Typographical Conventions ................................................................................... v
Table 3: List of Abbreviations ............................................................................................ xiv
Table 4: Icons and Their Functions ..................................................................................... 6
Table 5: Menus and Their Functions ................................................................................... 7
Table 6: Title Bar Icons ....................................................................................................... 8
Table 7: Icons and Their Description .................................................................................. 9
Table 8: Fields and Their Functions .................................................................................... 9
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List of Abbreviations
Table 3: List of Abbreviations
Abbreviation Description
ABAP Advanced Business Application Programming

Admin Administrator
BBP Business Blueprint
BI Business Intelligence
BPR Business Process Re-Engineering
CO Controlling
CRN Customer Reference Number
CSI Core System Integrator
DFPO Designated Field Office
DMO Designated Mail Office
DoP Department of Post
DPO Designated Post Office
EP Enterprise Portal
FI Financial Accounting
FMU Franking Machine User
FMV Franking Machine Vendor
GIS Geographic Information System
GUI Graphical User Interface
HAG Higher Administrative Grade
HO Head Post Office
HOD Head of Department
HR Human Resources
Hrs. Hours (time Unit)
I. Tax Income Tax
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1. Introduction
Franking application allows the user to perform following functions through new CSI
system:
 Issue a Franking license

 Cancel a Franking license
 Recharge a Franking license
 Address change of Franking Machine
 Setting of Notional credit
 Setting of Rebate instructions
 License renewal
 View Reports
The new system will help to overcome following drawbacks of previous Franking system:
 No online license management through web portal in integrated real time mode
 Earlier system did not have any single application access point for information
related to customer registration, customer activation, license requests/ issue/
release/ change, recharge management inability
 Not supporting payment methods of a debit card/credit card/transfer from POSB
 System driven management of cancelled/expired licenses
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2. Getting Started
Franking operations is a web-based system. Its databases are maintained on a centralized

server to be accessed over a network. As it is a web-based system, the users can access it
from any machine (called Client) that has the required hardware and software. The Client
machines need to be connected to the Server to use the system. However, it uses various
security techniques to ensure that only authorised users get access to the server.
2.1. System Security
SAP uses user IDs (also called login ID) and unique credentials to enforce access
restriction on the system. Each user is assigned a unique user ID and a unique
credential (password or digital certificate). Every user who logs on to the system has
specific rights that determine the functions that user can perform in the system.
All transactional posting data by a user requires work flow-based approval by another
user to maintain data security. Similarly, some users can only view certain details but
cannot enter or modify details in the system.
To prevent unauthorised access and maintain system security, SAP uses the following
techniques:
 User authentication
 Role based authorization
 Session time-out
2.1.1. User Authentication
Only authorised users can access SAP. When new users are registered in the
system, user IDs and credentials (based on user role) are assigned to them. In
this system, users are given access based on one of the following
authentication methods:
• Password based: Users need to authenticate themselves by entering a

unique password. When users are registered in the system, a user ID and
default password is assigned to them. However, they can change the default
password assigned to them after logging on.
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2.1.2. Role Based Authorization
A unique user id and password is assigned to a SAP System user for the
following:
 Logging in to the system
 Verification of business transactions
After accessing the system, users can view only those screens, menus, and
options for which they have access rights as per the role assigned to them.
2.1.3. Session Time-out
It is suggested that you log out of SAP system after performing the required
tasks. The system session times out (or expires) after a specified period of
inactivity. The System Administrator defines this period while setting up the
system.
Session time-out prevents misuse of the system and unauthorised access to
data in case a valid user has left the system without logging out. You are
required to log on again to use the system after the session times out.
A user ID is disabled if it is not used for a period specified by the System
Administrator at the time of installing the system.
2.2. Recommended Display Settings
Use the following recommended display settings for the Web browser to view SAP
System optimally:
 Resolution: 1024 X 768
 Color Quality: Highest
 Font Size: Normal
2.3. Environment
The software environment required to run CSI is SAP ECC.
2.4. Getting Support
Contact your System Administrator in case of any problem with the system.
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3. Using SAP system
There are certain screen elements, such as buttons and icons, which are present on
various Franking screens. In addition, the system uses some general conventions
throughout, such as an asterisk mark to identify the mandatory fields. This chapter
describes all such common screen elements and conventions.
It is recommended that you understand these elements and functionalities before using the
system. This will help you execute these functions more easily and speedily. This chapter
describes the following in detail:
 Screen elements, such as buttons and icons

 Common screen conventions
3.1. Screen Elements
All screens of Franking application display information of the user logged on to the
system, such as the user Id. Moreover, a user can edit his/her profile details by using the
Edit My Profile link. Also, a few buttons are frequently used on various Franking screens.
These are described in this section.
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3.2. SAP Window
Figure 1: SAP Window showing the buttons and the tool bar
3.2.1. Standard Tool Bar
The standard toolbar contains buttons for performing common actions such as
Save and Enter.
Figure 2: Standard tool bar
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Table 4: Icons and Their Functions
Icon Quick info text Function
Confirms the data which was selected or entered

Enter on the screen. Same function as the Enter key.
Does not save the work.
Allows entering commands, such as transaction
Command field
codes.
Save Saves the work. Same function as Save in the Edit
menu.
Returns to the previous screen without saving the
Back data. If there are required fields on the screen,
these fields must be completed first.
Exits the current function without saving.
Exit
Returns to the initial screen or main menu screen.
Cancel Exits the current task without saving. Same function
as Cancel in the Edit menu.
Print Prints data from the current screen.
Find Searches for data required in the current screen.
Performs an extended search for data required in

Find next
the current screen.
Scrolls to the first page. Same function as the
First page
CTRL+Pg Up keys.
Scrolls to the previous page. Same function as the
Previous page
Pg Up key.
Next page Scrolls to the next page. Same function as the Pg
Dn key.
Scrolls to the last page. Same function as the
Last page
CTRL+Pg Dn key.
Creates a new SAP session. Same function as
Create session
Create session in the System menu.
Allows creating a desktop shortcut to any SAP
Create shortcut
report, transaction, or task.
Provides help on the field where the cursor is
Help
positioned.
Customizing of Allows customizing the display options.
Local layout
Shows the Possible options in F4 help
F4 Help
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3.2.2. Menu Bar
The menu bar is organized according to the tasks in the SAP system.
Features
The menu bar is situated horizontally at the very top of the screen. Menus drop
down, that is, when a menu item is chosen, further options appear.
The following menus are standard on every SAP screen:
Table 5: Menus and Their Functions
Menu Description
System Contains functions, such as Create session, User profile, and Log off,
which affect the system in general.
Help Provides various forms of online help.
The layout menu, identified by at the far right of the standard toolbar,
allows customizing certain SAP window settings (for example, cursor
position and the TAB function).
Usually named after the object currently working with, for example,
<Object> Material. Contains functions, such as Display, Change, Print, and Exit that
affect the object in general.
Allows editing components of the current object. Common functions
Edit include Select, Edit and Copy. The Cancel option allows leaving a task
without saving the data which was entered.
Allows moving directly to other screens of the current task. Also contains
Go to the Back option, which takes back one level in the system hierarchy.
Before going back, the system checks the data which was entered on the
current screen and displays a dialog box, if it detects a problem.
The following menus may also appear:
Contains additional functions, which are not needed regularly, but can be
Extras
chosen, to work with the current object or an object component.
Contains functions that display additional information about the current
Environment
object.
Allows displaying the current object in different views, for example,
View
switching between a single-line and double-line display of a table.
Settings Allows setting user-specific transaction parameters.

Allows doing object-independent processing, such as deleting, copying,
Utilities
and printing functions.
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3.2.3. Title Bar
The title bar is situated horizontally below the system function bar.
Table 6: Title Bar Icons
Button Description
Used to Create a Record
Used to Change a Record
Used to Display a Record
Used to Delete a Record
Used to see the Overview of the record
The title bar contains the name of the R/3 application currently being displayed.
3.2.4. Application Bar
The application bar is located below the title bar. The application bar contains
icons relevant to the specific application.
3.2.5. Status Bar
The status bar provides general information on the SAP System and
transaction or task being carried out. At the left of the status bar, system
messages are displayed. The right end of the status bar contains three fields:
one with server information, the other two with status information.
3.2.6. Message Area
Figure 2: Message Area
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Table 7: Icons and Their Description
Icon Description
Identifies other system messages.
Identifies Warning messages.
Identifies Information messages
Identifies Error message
To hide (or display) the status fields, choose to their left

(or right, respectively)
Displays the following system information:
 The first status field displays the System, client, User,
Program, Transaction and Response Time
 The second status field displays the server that is
connected
Table 8: Fields and Their Functions
Field Description
R Required
O Optional
C Conditional
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4. Franking- Business Operations
4.1. Franking Main Screen
4.1.1. Detailed Description of Franking Main Screen
The franking main screen is used to perform all the franking operations.
4.1.2. Logging on to the Franking Operations
Follow the following steps to log on to the main franking screen:
1. Start the transaction using the menu path or transaction code.
2. Double-click SAP Logon icon on desktop. Enter User Id and Password.
Figure 3: SAP Logon
3. Enter the following Transaction Code via SAP Easy Access Toolbar:
Field R/O/C Description
KEYCODE R Example: ZMOFKG
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Figure 4: SAP Easy Access
6. Click Maximize button.
Figure 5: Franking Operations
7. On performing these steps, the main franking screen will open using which all the
required functions for a franking license can be accessed.
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Figure 10: Franking Operations Screen
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4.2. Document Status Update
4.2.1. Document Status update
Document status update is a step that has to be performed every time the request is
generated by the Franking machine user on the PORTAL or POS based on the
mapped operations with the respective channels for the related request generated in
the system for Licensing authority to take action upon.
4.2.2. Accessing Document Status Update
Document status update is used for:
 License Issue
 License Renewal
 License Cancellation
 License Address Change
4.2.3. Logging on to the document Status Update
To access the Document Status Update, log on to your user account in the SAP
logon pad and logon to franking system. Use your User Id and password.
4.2.4. Accessing the System
STEP 1: Document Status Update
Select the document type and customer details for which the document’s received
status has to be updated by licensing authority, using the document status update
menu tree item.
STEP 2: The Process function which needs to be performed
The record will be inserted in the open scenario function of the concerned process
table, as the documents status is updated.
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The steps are described as follows:
Figure 6: Screen Flow
Procedure
2. Double-click SAP Logon.
3. Enter the following transaction code via SAP Easy Access toolbar:
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7. Click Document Status Update.
Figure 8: Document Status Update Selection
8. Click on Licensing Authority.

9. Click Submit
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10. Click Checkbox

11. Double-click Documents Received.
Figure 9: License Request – Document Status Update
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4.3. Approving Request for New License
4.3.1. Issuing a Franking License
A franking license can be issued only if a deposit request of Rs.375 is made through
the channels (POS or portal) License issue request can be generated or executed for
any of the four license types.
 Active new license fee deposit transaction needs to be available in the core
system to generate a franking license.
4.3.2. Accessing Franking License
License issue is a module of the Franking system. You can access it using Internet
Explorer 7.0 or higher. Franking operations can be accessed and used only by the
users authorised by the System Administrator. The System Administrator assigns a
unique user ID and password (generally in the form of digital signature) to each user
to prevent unauthorised access to the system.
To access License Issue you need to know about the following processes:
4.3.3. Logging on to the Franking System
To access the License Issue operation screen:
1. Log on to your user account in the SAP logon pad and logon to franking
system using your User Id and password.
Scenarios
Type of Scenario Reason Execution
New Scenario When the request is not Select the NEW option from the drop
generated at PORTAL and it is down menu of the LICENSE ISSUE
generated by the licensing SCREEN.
authority under the new
Follow the steps of execution as
scenario based on the physical
shown
documents received
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Open Scenario When the request is generated STEP 1:Document Status Update-
by the Franking machine user
Select the document type and
on the PORTAL, a request is
customer details for which the
generated in the system for
documents received status has to be
Licensing authority to take
updated by Licensing authority,
action upon
using the document status update
menu tree item.
STEP2:License Issue Procedure-
Follow the steps to update the

documents received status.
Select the OPEN option from the

drop down menu of LICENSE issue
screen

shown.
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Procedure
1. Start the transaction using the menu path or transaction code
2. Enter the following transaction code via SAP Easy Access Toolbar.
4. Click License Issue tree item.
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Figure 12: License Issue Selection
5. As required, complete/review the following fields:

License Identifier R Example: P065476

Licensing Authority Division R Example: KN06
ACG-67 Receipt Number R Example: FM0000020181413269550
6. Press "Tab".
7. Click transaction Status, new from the drop down list.
8. Click SUBMIT button.
Figure 13: License Details
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License Period - Start Date R Example: 06.04.2015

10. Click License period check box.
11. Click Automatic label from the drop down list.
12. Click Address Details-Licensee label.
Address 1 R Example: Karnataka
Address 2 R Example: Bangalore
PIN Code R Example: 123456
Contact Person R Example: Test User
Contact Number R Example: 12345678912
14. Click Other License & Slogan Details label.

15. Click Add Row button.
Slogan R Example: Jai Hind
17. Click Add Row button.

Client R Example: Test client
19. Click License Verification label.

Name of Applicant R Example: satisfied

/ Firm
21. Click satisfied label.

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Whether the firm is R Example: satisfied

registered under The
Indian Companies Act

Exact Location of the R Example: satisfied

Premises

Whether It is a Single R Example: satisfied

Owner or A Partnership
Firm

If It is a Partnership Firm the Name and R Example: satisfied

Residential Address of the Partners with
Signatures.

Name and Permanent Address of The R Example: satisfied

Proprietor/Managing Partner, If Any.

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If It is an Export House Case No. of the R Example: satisfied

Reserve Bank and Period of Validity
(Attach Photocopy)

34. Click If It is a Travel Agency Authority No. of The Ministry of Labour (Attach
Photocopy) text box.
Tenancy Proof of The Premises Under R Example: satisfied

Occupation (Attested Copy of latest Rent
Receipt / Rent Deed to be Supplied)

Name and Address of Bankers and R Example: satisfied

Period from which holding the account
38. Double-click Not Applicable label

Income Tax Permanent Account Number R Example: satisfied

of the firm, If Any
40. Double-click Not Applicable label

Full Name and Permanent Address of R Example: satisfied

the person with specimen signature who
is authorised to Act on Behalf of the
Firm, If Any.

DOP Confidential 25

Firm, If Any

Verification Status R Example: satisfied

Nature of Business. R Example: satisfied
48. Click Not Applicable label.

Contact Phone Number R Example: satisfied

Misc. R Example: satisfied

Additional Remarks: R Example: Test LIC issue
54. Click Validate.

55. Click Generate License.
56. Click Proceed to Document Upload.
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Figure 14: License Issue
57. Click browse button.

58. Choose Paint1.
59. Click Open combo box.
60. Click exit button.
Figure 15: File to upload
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FOR OPEN SCENARIO
Step 1: Complete the document status update function.
Step 2: Choose the transaction Status as open and perform the steps accordingly
1. Select a license identifier for which the request needs to be processed based on
the physical papers received.
Figure 16 : Transaction Status
2. Click proceed.
3. Perform the steps in sequence as explained above.
Figure 17: License Identifier Selection
4.3.5. Results
In the background the relevant system tables will be updated; the status will be
changed to ‘License generated’ and the license will be issued.
4.3.6. Logging Out
Always log out of your user account after performing the required tasks. Click Log out
in the upper right corner of the screen to exit from your user account.
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4.4. Approving Requests for Cancellation
4.4.1. Franking License Cancellation
A license cancellation request can be generated for any of the four license types.
The franking license authority needs to verify the documents before cancelling a
license.
The user will enter the required details on the screen for execution of the cancellation
request.
The license cancelation is performed in the following two major steps:
Acknowledgment of the cancellation request
Verification pending request for cancellation execution
4.4.2. Accessing Franking license Cancellation
License Cancellation is a process module of the Franking system. It can be accessed

using Internet Explorer 7.0 or higher. Franking operations can be accessed and used
only by the users authorised by the System Administrator. The System Administrator
assigns a unique user ID and password (generally in the form of digital signature) to
each user to prevent unauthorised access to the system.
To access the License Cancellation:
1. Log on to your user account in the SAP logon pad and logon to franking system
using your User Id and password.
4.4.4. Accessing the system
Scenarios

New Scenario When the request is Select the NEW option from the
not generated at drop down menu of the LICENSE
PORTAL and it is CANCELLATION SCREEN.
generated by the Follow the steps of execution as
licensing authority shown.
under the new scenario
DOP Confidential 29
based on the physical

documents received.
Open Scenario When the request is STEP 1:Document Status Update
generated by the Select the document type and
Franking machine user customer details for which the
on the PORTAL, a documents received status has to
request is generated in be updated by Licensing
the system for authority, using the document
Licensing authority to status update menu tree item.
take action upon. STEP 2: License Cancellation
Procedure
drop down menu of LICENSE
CANCELLATION screen
shown.
TOTAL SCENARIOS
Open scenario Open for acknowledgment
Open scenario Open for verification
New scenario New transaction
LICENSE CANCELLATION REASONS
The license cancellation reasons can be chosen from any of the following options:
• PSD Faulty
• License Terms and Conditions Violation
• License Cancellation
• FM Cancellation
• Address Change with Change of Licensing Authority
• File Rejection Error
• License Temporary Block
• Rebate Standing Instruction
• Reactivate the License
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DOP Confidential 31
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Procedure
1. Start the transaction using the menu path or transaction code

2. Enter the following transaction code via SAP Easy Access toolbar.
3. Click Maximize button
4. Click License Cancel.
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Figure 20: License Cancel
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Figure 21: License Cancellation/Activation Window

Licensing Authority Division R Example: KNO6
7. Click PSD Faulty.

8. Click License Cancellation label.
9. Click Open for Acknowledgement.
Customer Reference Number R Example: KN0600002
11. Click Submit button.
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Figure 22: License Cancellation/Activation
12. Click Withheld-Block License button.
Figure 23: License Cancellation
13. Click yes button.
Figure 24: Warning Message
14. Click check box.

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Figure 25: Customer Identifier and Customer Ref. No. Block and Withhold
16. Click Exit button.
Figure 26: Exit Screen
Note: The background processes would be processed using Scheduled Processes

which will generate the interface files, and relevant system table entries would be
made.
The next step can be processed only when the background processes are
completed.
17. Click License Cancel tree item.
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Figure 27: License Cancel
18. Click Open for acknowledgement, select the open for verification drop down
list.
19. Click PSD Faculty.
20. Double-click ALL CANCEL REASONS label.
Licensing Authority Division R Example: KNO6

23. Click Proceed button.
Figure 28: License Cancellation/Activation – Open for Verification

Name of Applicant / Firm R Example: satisfied
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Premises

Whether It is a Single R Example: satisfied

Owner or A Partnership
Firm


Signatures.


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If It is an Export House Case No. of the R Example: Not Applicable

(Attach Photocopy.

If It is a Travel Agency Authority No. R Example: satisfied

of The Ministry of Labour (Attach
Photocopy)


Receipt / Rent Deed to be Supplied).




of the firm, If Any

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Firm, If Any

49. As required, complete/review the following fields
Sales Tax No., If Any. R Example: satisfied

52. Click Validate.

53. Click Cancel License.
Figure 29: License Cancellation/ Activation
DOP Confidential 41
55. Click control Franking machine with license identifier.

56. Click Proceed to Document Upload button
Figure 31: Proceed to Document Upload
57. Click browse.
Figure 32: License Cancellation
58. Click paint.
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59. Click open.
Figure 33: Choose File to Upload
60. Click Upload.

61. Click Submit.
Figure 34: Upload Screen
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64. Click Back.
Figure 36: Back Screen
4.4.5. Result
The relevant system tables will be updated; the status will be changed to ‘License
cancelled.’
4.4.6. Logging Out
Always log out of your user account after performing the required tasks. Click Log out
in the upper right corner of the screen to exit from your user account.
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4.5. Approving Requests for Renewal of License
4.5.1. Renewing a Franking license
• A license renewal request can be generated or executed for any of the four
license types.
• An active renewal fee deposit transaction needs to be present in the system to

renew Franking license.
• The date of license renewal is the next calendar date of the license’s earlier
expiry date and the new date of expiry will be auto generated according to the
DoP clause.
• If the date of renewal if is less than 30 days of expiry date then charge is Rs.
475 else Rs. 375 is the renewal fee.
4.5.2. Accessing Renewal of a Franking License
License renewal is a module of the Franking system. You can access it using Internet
To access the License renewal you need to know about the following processes:
Logging on to the Franking System
To access License Renewal, log on to your user account in the SAP logon pad and
logon to franking system using your User Id and password.
DOP Confidential 45
Scenarios

New Scenario When the request is not Select the NEW option from the drop
generated at PORTAL and it is down menu of the LICENSE RENEWAL
generated by the licensing SCREEN.
authority under the new Follow the steps of execution as shown.
scenario based on the physical
documents received
Open Scenario When the request is generated STEP 1:Document Status Update
by the Franking machine user Select the document type and customer
on the PORTAL, a request is details for which the document’s
generated in the system for received status has to be updated by
Licensing authority to take Licensing authority, using the Document
action upon Status Update menu tree item.
STEP 2: License Renewal Procedure
Select the OPEN option from the drop
down menu of LICENSE RENEWAL
screen
Follow the steps of execution as shown.
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DOP Confidential 47
Procedure
DOP Confidential 48
5. Enter the following transaction code via SAP Easy Access Toolbar:
7. Click License Renewal.
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Figure 39: License Renewal

Licensing Authority Division R Example:KN06
Customer Reference Number: R Example:KN0600065
Licensing Authority Division R Example:KN06
9. Click open.
10. Click Submit.
Figure 40: License Renewal Screen
11. Click Address Details-Licensee.

12. Click Other License & Slogan Details.
13. Click License Verification.
DOP Confidential 50




Premises

Whether It is a Single Owner or R Example: satisfied

A Partnership Firm


Signatures.

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If It is an Export House Case No. of the R Example: Not Applicable

(Attach Photocopy.

If It is a Travel Agency Authority No. R Example: satisfied

of The Ministry of Labour (Attach
Photocopy)


Receipt / Rent Deed to be Supplied).




of the firm, If Any

DOP Confidential 52

Firm, If Any

Sales Tax No., If Any. R Example: satisfied

41. Click Validate.

42. Click Renew License.
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44. Double-click check box.

45. Click Proceed to Document Upload button.
Figure 43: LICENSE RENEWAL
46. Click Browse button.

47. Click upload.
48. Click submit.
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Figure 44: LICENSE RENEWAL
50. Click Check box.

51. Click back.
52. Click exit.
DOP Confidential 55
4.5.5. Result
The tables will be updated; the status will be changed to License cancelled.
4.5.6. Logging Out
You should always log out of your user account after performing the required tasks.
You need to click Log out in the upper right corner of the screen to exit from your
user account.
DOP Confidential 56
4.6. Setting Notional Credit for Departmental Franking

Machines
4.6.1. Notional Credit
 Notional credit operation is used for only
 Departmental license
 Departmental click charge license
 Notional credit setting can be executed for
 Setting initial notional credit

 Amending notional credit (i.e. changing the initial notional credit)
4.6.2. Accessing Notional Credit
Notional Credit is a module of the Franking system. You can access it using Internet
To access the Notional credit, you need to log on to your user account in the SAP
logon pad and logon to franking system. You need to use your User Id and
password.
Scenarios

INITIAL NOTIONAL First time setting the Select INITIAL NOTIONAL CREDIT
CREDIT notional credit from the drop down menu of
NOTIONAL CREDIT SCREEN
Follow the steps for execution
AMENDING Amending the notional Select AMENDING NOTIONAL
NOTIONAL CREDIT credit for a license for CREDIT from the drop down menu
which notional credit of NOTIONAL CREDIT SCREEN
had been already Follow the steps for execution
issued.
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DOP Confidential 58
PROCEDURE

2. Enter the following transaction code via SAP Easy Access Toolbar:
KEY CODE R Example: ZMOFKG
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Figure 48: Franking operations
4. Click Notional Credit tree item.
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6. Click Initial Notional Credit label.

8. Click radio button.
9. Click Reset button.
11. Click Amend Notional Credit label.

Figure 50: Departmental FM
Notional Credit Amount in Rs R Example: 500000.00
Notional Credit Approved By R Example: test user
Approval Remarks R Example: training
14. Click Save button.
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16. Click on the label Notional Credit is saved successfully.

17. Click Proceed to document upload button.
18. Click Choose File button.
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19. Click paint-1 list item.
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21. Click Upload button.

22. Click Submit label.
23. Click Yes button.
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24. Click Back button.

25. Click EXIT button.
4.6.5. Result
The tables will be updated; the notional credit will be amended or initial notional credit
will be issued.
4.6.6. Logging Out
You should always log out of your user account after performing the required tasks. You
need to click Log out in the upper right corner of the screen to exit from your user account.
DOP Confidential 66
4.7. Maintaining Rebate Instructions
4.7.1. Rebate Standing Instruction
 Rebate standing instruction is set to change the rebate execution conditions for
the franking license
 Automatic
 Manual
 The user will enter all the related details for setting the rebate instructions, with
some of the details being mandatory.
4.7.2. Accessing Rebate Standing Instruction
Rebate Standing Instruction is a module of the Franking system. You can access it
To access the REBATE STANDING INSTRUCTION, you need to log on to your user
account in the SAP logon pad and logon to franking system. You need to use your
User Id and password.
Scenarios
Type of Reason Execution

Scenario
New Scenario When the request is not Select the NEW option from the
generated at PORTAL and it is drop down menu of the REBATE
generated by the licensing STANDING INSTRUCTION
authority under the new SCREEN.
scenario based on the physical Follow the steps of execution as
documents received for the shown.
request.
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Open When the request is generated Select the OPEN option from the
Scenario by the Franking machine user drop down menu of REBATE
on the PORTAL, a request is STANDING INSTRUCTION screen
generated in the system for Follow the steps of execution as
Licensing authority to take shown.
action upon.
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PROCEDURE
DOP Confidential 69

2. Enter the following transaction code via SAP Easy Access toolbar.
4. Click Rebate tree item.
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7. Click Reset button.
9. Click Open label.

10. Click control.
12. Click Automatic label.
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Figure 62: Rebate Standing Instruction

Figure 64: Rebate Standing Instruction
4.7.5. Result
The tables will be updated; the Rebate standing Instructions will be set, or
changed as per the preference selected.
DOP Confidential 72
4.7.6. Logging Out
You should always log out of your user account after performing the required
tasks. You need to click Log out in the upper right corner of the screen to exit from
your user account.
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4.8. Approving Requests for Address Change
4.8.1. Address Change of a Franking license
 A license address change request can be generated or executed for any of the
four license types.
 The user will enter address details of the location of franking machine, with some
of the details being mandatory.
 License Address change scenario can be executed with two types of conditions
within the same licensing authority.
 With same designated. PO.

 With different designated PO.
4.8.2. Accessing Address Change of a Franking License
License Address Change is a module of the Franking system. You can access it
To access the License Address Change, you need to log on to your user account in
the SAP logon pad and logon to franking system. You need to use your User Id and
password.
Scenarios
generated at PORTAL and it drop down menu of the LICENSE
is generated by the licensing ADDRESS CHANGE SCREEN.
authority under the new Follow the steps of execution as
scenario based on the shown.
physical documents received.
Open Scenario When the request is STEP 1:DOCUMENT STATUS
DOP Confidential 74
generated by the Franking UPDATE

machine user on the Select the document type and
PORTAL, a request is customer details for which the
generated in the system for documents received status has to
Licensing authority to take be updated by Licensing authority,
action upon. using the document status update
menu tree item.
STEP 2: LICENSE ADDRESS
CHANGE PROCEDURE
drop down menu of LICENSE
ADDRESS CHANGE screen
shown.
TOTAL SCENARIOS
With same designated. PO. OPEN SCENARIO
With same designated. PO. NEW SCENARIO
With different designated PO. OPEN SCENARIO
With different designated PO. NEW SCENARIO
DOP Confidential 75
DOP Confidential 76
PROCEDURE


4. Click Address Change tree item.
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Licensing Authority Division: R Example: KN06
6. Select Purpose of Transaction from dropdown menu.

7. Click control (double square) to select Licensing Authority Division.
8. Select Transaction Status from dropdown menu.
9. Click SUBMIT button.
Figure 67: ADDRESS CHANGE
10. Click Address Details-Licensee label.

Address 1 R Example: B2345
PIN Code R Example: 560010
Contact Number R Example: 98745678542
12. Click Other License & Slogan Details label.

15. Click satisfied .

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Whether the firm is registered R Example: satisfied

under The Indian Companies Act

Exact Location of the Premises R Example: satisfied

Whether It is a Single Owner or A R Example: satisfied

Partnership Firm

If It is a Partnership Firm the R Example: satisfied

Name and Residential Address of
the Partners with Signatures.

Name and Permanent Address of R Example: satisfied

The Proprietor/Managing Partner,
If Any.
25. Click satisfied.

DOP Confidential 79
If It is an Export House Case No. of R Example: satisfied

the Reserve Bank and Period of
Validity (Attach Photocopy)

If It is a Travel Agency Authority R Example: satisfied

No. of The Ministry of Labour
(Attach Photocopy)


Occupation (Attested Copy of latest
Rent Receipt / Rent Deed to be
Supplied)
31. Click control.

Name and Address of Bankers and R Example: Not Applicable

Period from which holding the
account

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Income Tax Permanent Account R Example: Not Applicable

Number of the firm, If Any


the person with specimen signature
who is authorised to Act on Behalf of
the Firm, If Any.


Nature of Business. R Example: Not Applicable

Contact Phone Number R Example: satisfied

Misc R Example: satisfied
DOP Confidential 81

46. Click Validate button.
47. Click Change Address button.
48. Message appears as Address change request approved list item.
49. Click Proceed to Document Upload button.
50. Click Choose File button.
Figure 68: Address Change
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DOP Confidential 83
Name R Example: paint
DOP Confidential 84
DOP Confidential 85

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56. Click Files has been successfully uploaded with reference id: {F611C558-
2522-4300-930A-17177A23B45E} list item.
4.8.5. Result
The tables will be updated; the address details will be changed.
4.8.6. Logging Out
You should always log out of your user account after performing the required
tasks. You need to click Log out in the upper right corner of the screen to exit
from your user account.
DOP Confidential 87
4.9. Uploading ECMS Document
 ECMS repository is used to store the files in the centralized server

 The user can download the files that are already uploaded against that license.
 The user can add files for that license.
 The files can be uploaded for any of the franking operations.
4.9.1. Accessing ECMS DOCUMENT UPLOAD
ECMS DOCUMENT UPLOAD is a module of the Franking system. You can access
it using Internet Explorer 7.0 or higher. Franking operations can be accessed and
used only by the users authorised by the System Administrator. The System
Administrator assigns a unique user ID and password (generally in the form of
digital signature) to each user to prevent unauthorised access to the system.
To access the ECMS DOCUMENT UPLOAD, you need to log on to your user
account in the SAP logon pad and logon to franking system. You need to use your
User Id and password.
Scenarios
ECMS REPOSITORY IS USED FOR
License Issue
License Renewal
License Cancellation
License Address Change
DOP Confidential 88
DOP Confidential 89
PROCEDURE

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4. Click ECMS Repository tree item.
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License No. - CRN No: R Example: KN0600065
6. Click label.
7. Click control.
9. Click control key on keyboard.
10. Click Download button.
Figure 81: ECMS
Figure 82: ECMS
DOP Confidential 92
Figure 83: ECMS Main Screen
Figure 84: File Download
File name: R Example:KN0600065-renewal
DOP Confidential 93
Figure 85: Save As
15. Click Add button.
Figure 86: ECMS
16. Click Browse button.
DOP Confidential 94
Figure 87: ECMS
17. Click Downloads tree item.
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18. Click download list item.


DOP Confidential 96
Figure 90: ECMS
Figure 91: ECMS Main Screen
23. Double-click Check box.
DOP Confidential 97
Figure 92: ECMS
4.9.4. Result
The tables will be updated; the documents will be stored in the ECMS server.
4.9.5. Logging Out
You need to click Log out in the upper right corner of the screen to exit from your user
account.
DOP Confidential 98
4.10. Franking Reports
Franking reports help the user to view the data that is processed in the system.
4.10.1. List of Franking Reports
 License Requests Report

 List of Franking License
 License Usage Report
 Credit/Recharge Report
 Franking Rebate report
 FM Connection Status Report
 FM Usage Status Report
 FM Refund Status Report
 FM Notional credit Report
 SOM & Usage Comparison Report
License Requests Report:
A license request report is generated for the user to view all the license requests
that exist in the system. The license requests can be filtered out on the basis of
different fields existing in the report.
List of Franking License:
List of Franking License report is generated for the user to view all the licenses that
are generated in the system and the related status.
License Usage Report
The license usage report is generated for the user to view all the usage that has
been carried out by different licenses attached with the respective licensing
authority.
Multiple licensing authorities can be viewed from a single report as multiple

selections are allowed.
Credit/Recharge Report
Credit/Recharge Report is generated for the user to view all the licenses that have
been recharged.
DOP Confidential 99
We can also use the report to view the amount by which the licenses have been
recharged.
Franking Rebate report
Franking Rebate Report is generated for the user to view all the rebate transactions
executed for the licenses.
FM Connection Status Report
Franking FM connection Report is generated for the user to view all the FM
connection status for the license identifiers.
FM Usage Status Report
Franking FM usage Report is generated for the user to view all the FM usages
status for the license identifiers.
FM Refund Status Report
Franking FM usage Report is generated for the user to view all the FM refund status
for the license or license identifiers.
FM Notional credit Report
Franking notional credit Report is generated for the user to view all the notional
credit assigned to the license or license identifiers.
SOM & Usage Comparison Report
Franking SOM and usage Report is generated for the user to view all the SOM data
captured and usage data based on the usage file and do the comparison for the
same for the license or license identifiers.
4.10.2. Accessing Franking Reports
Franking Reports is a module of the Franking system. You can access it using
Internet Explorer 7.0 or higher.
Scenarios
generated at PORTAL and it is drop down menu of the REBATE
generated by the licensing STANDING INSTRUCTION
authority under the new SCREEN.
DOP Confidential 100

scenario based on the physical Follow the steps of execution as

documents received for the shown.
request.
Open Scenario When the request is generated Select the OPEN option from the
by the Franking machine user drop down menu of REBATE
on the PORTAL, a request is STANDING INSTRUCTION screen
generated in the system for Follow the steps of execution as
Licensing authority to take shown.
action upon.







4.10.3. Franking Rebate Report
Procedure

KEY CODE R Example: ZMOFKG rebate
Licensing Authority R Example: KN06
Transaction Date R Example:04.01.2015
4. Click Execute button.
Figure 94: Franking Rebate Report
8. Click control 04.01.2015.

9. Press “up”
10. Press “down”
11. Click Continue button.

Figure 95: Calendar
8. Click double square button of the transaction date to.

Figure 96: Rebate Report Transaction Date
10. Drag the highlighted screen.

11. Click back button.

Figure 97: Franking Rebate Report

4.10.4. Notional Credit Report
Procedure
1. Enter the transaction code below via SAP Easy Access Toolbar:
KEYCODE R Example: ZMO_FKG_NOTIONAL
Figure 98: Notional Credit Report
4. Drag the highlighted box.

5. Click the back button.

Figure 99: National Credit Report

4.10.5. Franking Refund Report
Procedure
1. Enter the transaction code below via SAP Easy Access toolbar:
KEYCODE R Example: ZMO_FKG_NOTIONAL

R/O/
Field Description
C
Transaction Date R Example: 04.01.2015
Figure 100: Refund Report
3. Click control 04.01.2015

4. Press "Down".

Figure 101: Calendar
6. Click double square button of the transaction date to.

Figure 102: Rebate Report Transaction Date

9. Click back button.

Figure 103: Franking Refund Report
10. Drag the screen.

11. Click the back button.
Figure 104: Franking Refund Report

4.10.6. Franking Usage Status Report
Procedure
KEYCODE R Example: ZMO_FKG_ USG_STS
Connection Days Elapsed R Example: 30
Figure 105: Usage Status Report

5. Drag the screen.


4.10.7. Franking Connection Status Report
Procedure
KEYCODE R Example: ZMO_FKG_CONN_STS

Connection Days Elapsed R Example: 45
Figure 108: Connection Status Report

4. Drag the scroll bar to shift the screen from left to right.


4.10.8. License Wise Usage Report
Procedure
KEYCODE R Example: ZMO_FKG_USAGE

Connection Date R Example: 13.04.2015
3. Click the Execute button.
Figure 111: License Wise Usage Report
4. Click on 13.04.2015.
5. Press "Down".


To R Example: 11.04.2015
8. Click button.

11. Drag the screen from left to right using the scroll bar.
12. Click control key.
13. Click scroll bar.

15. Click on the Back button.

4.10.9. License Request Details
Procedure
KEYCODE R Example: ZMO_FKG_LIC_REQ

Transaction type R Example: 02 License Issue Request
Figure 118: License Request Details
4. Double-click 02 labels.

Figure 119: Transaction type

Licensing Authority Code R Example: KN06
6. Click on the Double square button.

Find R Example: KN06
Figure 121: Find
8. Double-click KARNATAKA CIRCLE label.
Figure 122: Licensing Authority Code

12. Click details button.


4.10.10. SOM & USG Comparison Report
Procedure
KEYCODE R Example: ZMO_FKG_SOM_USG_CMP


Figure 126: SOM & USG Comparison Report

4.10.11. List of Franking Licenses
Procedure
KEYCODE R Example: ZMO_FKG_LICENSE

Licensing Authority R Example:KN06
3. Click execute button.
Figure 127: List of Franking Licenses


Figure 128: Find

License Generation Date R Example:KNO8
7. Click on the double square button.

8. Click 13.04.2015.
9. Press "Down".

to R Example: 13.04.2015
12. Click on the Double square button.


4.10.12. Recharging Franking Licenses
Procedure
KEYCODE R Example: ZMO_FKG_LIC_RECHARGE

Licensing Authority Division R Example:MH32
3. Click execute button.
Figure 137: Recharge of Franking Licenses

5. Click OK button.

Figure 138: Find


Figure 142: SAP Easy Access
4.10.13. Result
The reports can be executed and the data can be accessed.
4.10.14. Logging Out
You need to click Log out in the upper right corner of the screen to exit from your
user account.

5. Error Handling
The list of error messages in the system are listed below along with the number.
0 Please enter data for acknowledgment
1 Data updated in table & successfully
2 Data not updated in table &
3 Please enter data for Usage file
4 File already processed with file name: &
5 No data exists for License ID: &
6 No data to modify table &
7 Data not created in table &
8 Data created in table & successfully
9 Error Occurred while uploading data
10 Data successfully uploaded
26 File write successful.
27 Please select the file type
28 No License Issue request(s) found.
29 Customer Reference Number & is cancelled
30 Please validate all the Verification clause
31 Please Enter License Id
32 Please Enter FMU Code
33 License Id & already exist with CRN & with & status
34 No Address Change requests found.
35 Special Characters are not allowed
36 License Renewal Request for CRN & has been renewed successfully
37 Please enter at least one of Lic ID or CRN No.
38 Address change request is approved
39 Please Enter License Authority
40 One Client Details Entry is mandatory for License Type = 02 Commercial
41 One Client Details Entry is mandatory for Private/Commercial Lic Type
42 No License Renewal request(s) found.
43 No License Cancellation request(s) found.
44 Please enter mandatory values &
45 Please enter data on 'License details' tab.
46 Please enter data on 'Address Details-Licensee' tab.
47 Please enter data on 'Other License & Slogan detail’s' tab.
48 Please enter data on 'License Verification' tab.
49 Please enter all entries marked with *
50 Customer Reference Number (CRN) & is created successfully.
51 Please enter either license id or CRN no
52 Please enter Cancellation Reason
53 Documents Successfully Uploaded

54 Data changed in table & successfully

55 Error occurred while creating record in table &.
56 & License ID already exist in system with Cancelled status
57 License ID already exist in system with CRN No. & with & status
58 Not a valid Input
59 Customer Number doesn't exists for &
60 Transaction type code is not '01'
61 No purpose Code exists for transaction type '01'
66 Account Number of OEM & doesn't exists
67 Vendor Code & doesn't exists
69 Licensing Authority & doesn't exists
70 No data found for this selection
71 No Active License exists.
72 License Renewal is only possible from Portal
73 Customer Code List is blank
74 No record found
75 Either of CRN and License Identifier are Mandatory
76 ACG Receipt Number is BLANK
77 CRN No. and Lic Id must be Blank
78 Customer Code List must be blank
79 This SOM Number & is already captured for the CRN No &.
80 Rebate Standing Instruction can be set only from Portal
81 Either Invoice no. or booking date is blank. Please maintain.
82 Line item number cannot be blank.
83 No Active Deposit ACG Receipt Number exist for this business Partner
84 CRN No. is Invalid
85 Invalid License Identifier
86 Transaction Number already exist in system
87 Invalid Customer Code
88 Hierarchy Combination of Circle, Division and Designated PO does not exist
89 This is not a License Creation request
90 This is not a new license issue request
91 Agreement conditions list - Acceptance Indicator is not checked
92 Combination of Transaction Type and Transaction Purpose do not exist
93 Customer & does not exist for ACG receipt no &
94 No entries for Header data found
95 No entries for Item data found
96 License needs to be renewed.
97 The Office code does not match with Designated PO
98 An open request for License Cancellation already exist
102 Either of CRN and Customer are Mandatory
103 Invalid FM Model
104 Invalid month.

107 Invalid Text Indicator

108 License issue request already exist in system with open status.
109 Saved Successfully
110 Invalid Distribution Channel
111 Some mandatory Address Fields are blank for the current transaction type.
112 Invalid License cancellation reason.
113 Corresponding Debit/Credit GL for & is not available
114 License Identifier Prefix is invalid.
115 License Id already exist in system with License Number & having status &
119 ACG Receipt Number is Invalid.
120 Errors occurred while uploading &.
121 Please select valid combination of FM Model and Vendor.
122 License Period – Start Date/time cannot be Blank
123 Please enter at least Customer Reference Number or License Identifier
124 CRN entered is not a Departmental License.
125 Initial Notional Amount & is already set. &&&
126 Initial Notional Amount is not set. &&&
127 Please select one row to proceed further.
128 Rejection Remarks must be BLANK If you wish to Proceed to Block License
129 Rejection Remarks is mandatory to reject license cancellation request.
130 Notional Credit is saved successfully.
131 Customer Reference Number & is set to &
132 Franking Machine with License Identifier & is set to &
133 Rebate Standing Instruction is saved successfully.
134 Proceed to Document Upload.
135 Request Rejected Successfully
138 License id does not match
139 License Renewal Request for CRN & has been rejected successfully
151 Please enter ACG-67 Receipt Number
152 There is an open request exist to amend the Notional Credit.
153 Combination of transaction type and purpose is incorrect
154 No data exists in file
155 Record already exists for Book ID & Line Item&
164 Approval remarks are mandatory.
165 Either Channel ID or Purpose or Both are Blank
166 License Id is Cancelled
167 No active License exist
168 CRN is Cancelled
169 License Id is Cancelled/Blocked/Withheld
170 CRN is Cancelled/Blocked/Withheld
171 No data found
172 Either of CRN and License Id are Mandatory
173 No active Renewal ACG receipt exists for the License No. &

174 Cannot be recalled/redirected

177 An open renewal request already exist in system for CRN &
178 An open License Issue request already exist for License ID &
180 No data found for the selected country and date
181 File Not written successfully
182 Data deleted from table & successfully
183 CRN should be BLANK for License Creation Request
ACG-67 Receipt No should be BLANK for Address Change/Cancellation
184 Request
203 Invalid SOM header flag as record doesn't exist in table
204 SOM Client details can be entered only for Commercial Licenses.
205 CRN No. is mandatory
206 New SOM no. is mandatory
207 Old SOM no. is mandatory
208 Old Ascending Reading is mandatory
209 New Ascending Reading is mandatory
210 Rebate Percentage is mandatory
211 Rebate/Refund Reason is mandatory
212 No of Articles is mandatory
213 Invalid combination of Rebate/Refund Type and Refund/Rebate Reason
214 CRN No. is not cancelled
215 Refund for cancellation already processed
216 Refund for ACG Receipt is already processed
217 CRN & is created for the given ACG Receipt number.
218 Please browse file to be uploaded
220 ACG Receipt Number should be BLANK for Portal transactions
227 Date of delivery 'To date' cannot be greater than &
228 Date of delivery 'To date' cannot be less than From Date
229 No File exists
230 File not deleted with reference id : &
231 Transaction Number & already exist.
232 Existing Bureau Code Mismatch
233 & is not a valid Bureau
234 & is not a valid Channel
235 Workflow not triggered for transaction & of customer &
236 Workflow successfully triggered for transaction & of customer &
237 Invalid Reason Code &
238 Please enter correct integration code in filename
239 Kindly fill the Client details
242 Please select at least one row to proceed further.
243 An open request for Bureau change already exist for customer &.
244 please check Mandatory fields &
245 License Id already exist with License Number & CRN No. & having status &

262 Please enter Old SOM

263 Please enter Old Ascending Reading
264 SOM Number & and Ask Reading & does not exist / mismatch for the CRN &
265 Ascending Reading for & does not match with input value
266 Previous SOM Number & does not exist in system
267 Pre-Sorting Rebate has already given for the SOM Number &
268 Please provide either mat code or mat group and mat text and UOM.
269 Pre-sorting rebate eligibility for SOM Number & is upto the limit of &
292 PDA number is invalid
293 Transaction Number is not unique
294 Customer is not mapped to Bureau. So request cannot be processed
295 Not a valid Channel
296 PDA is already closed
297 PDA closure request already exist
298 Not a valid input for district/city
299 Not a valid input for country
301 Data displayed successfully
308 Currency Code is Mandatory
309 Either of IBAN or BANK ACCOUNT is Mandatory
310 BANK DETAILS are Mandatory
311 Route details are Mandatory
312 Payment Mode is Mandatory
313 Invalid Payment Mode
314 Swift Code is Mandatory
315 Mismatch in the specified length for IBAN value for the Country &
316 Invalid Money Order currency code selected
317 Mismatch in country and currency input
318 Not a valid Input for State
319 Duplicate entry for Transaction Number & and date &
320 Invalid ISN number
321 ISN number saved successfully
322 Error while saving ISN number
323 Please provide Interface name
End of Document

Franking User Manual V2.0

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Franking Operations

This is a controlled document. Unauthorised access, copying,

Document Release Note

Customer: Department of Post

Project: Core System Integrator

Name Version Number Description

Franking User Manual 1.0 Franking User Manual

Action Taken Previous page New page number Revision description

Change Register serial numbers covered:

The documents or revised pages are subject to document control.

These are confidential documents. Unauthorised access or copying is prohibited.

Approved by: Authorised by:

Document Revision List

Project: DOP – Core System Integrator

Document Name: Franking User Manual

Release Notice Reference (for release)

DOP Confidential iii

About this Document

Functional/  Basic understanding of Franking operations

Organisation of this Document

Table 1: Organisation of the Document

Chapter 1 Introduction to Franking

Chapter 2 Getting Started (System Security, User Authorisation, Software

Chapter 3 Using SAP System

Chapter 4 Franking Business Functions

Chapter 5 Error Handling

Table 2: Typographical Conventions

4.4.4. Accessing the system ................................................................................................... 29

DOP Confidential vii

4.10.3. Franking Rebate Report .............................................................................................. 108

DOP Confidential viii

Figure 37: Back Screen .................................................................................................... 44

Figure 74: Choose File to Upload ..................................................................................... 85

Figure 111: Connection Status Report ............................................................................ 120

DOP Confidential xii

DOP Confidential xiii

ABAP Advanced Business Application Programming

DOP Confidential xiv

 Issue a Franking license

Franking operations is a web-based system. Its databases are maintained on a centralized

2.1. System Security

• Password based: Users need to authenticate themselves by entering a

2.1.2. Role Based Authorization

2.1.3. Session Time-out

2.2. Recommended Display Settings

2.4. Getting Support

3. Using SAP system

 Screen elements, such as buttons and icons

3.1. Screen Elements

3.2. SAP Window

3.2.1. Standard Tool Bar

Figure 2: Standard tool bar

Table 4: Icons and Their Functions

Icon Quick info text Function

Confirms the data which was selected or entered

Performs an extended search for data required in

3.2.2. Menu Bar

The following menus are standard on every SAP screen:

Table 5: Menus and Their Functions

Settings Allows setting user-specific transaction parameters.