Test User Manual

8/8/2019 Test User Manual

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Fixed Asset Management System

User Guidance

Version 2.0

Prepared by Software Engineering Team

Central Finance Company PLC.


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01-12-2008

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Tables of Contents

Tables of Contents .............................................................................................................. iiiAbout This .......................................................................................................................... ivHow to use .......................................................................................................................... 1Before you begin .................................................................................................................. 1Who should refer and where ............................................................................................... 2Configure the system ........................................................................................................... 3Logging the Cenfin Stock Control Module ......................................................................... 4

Navigate through the menu .................................................................................................. 5Closing and Refreshing windows ........................................................................................ 5Create a New Dealer/Modify an Existing Dealer ................................................................ 6Create Security Cheques ...................................................................................................... 8Create Orders ...................................................................................................................... 9Confirm/Reject/Re-submit Order ....................................................................................... 10Create a Good Issue Note .................................................................................................. 12Confirm a Good Issue Note ............................................................................................... 14The report of TR.Tractor Stock Position ........................................................................... 15Create a sale ....................................................................................................................... 16Pending Transfer Activate ................................................................................................. 19Sales Reversal .................................................................................................................... 20Edit prices request .............................................................................................................. 21Approve edited prices (Edit prices approve) ..................................................................... 22Add/Remove/Modify Suppliers [For Trailers] ................................................................. 23Commission Payment Request .......................................................................................... 24Commission Payment Approval ........................................................................................ 25Reports .............................................................................................................................. 27Conclusion ......................................................................................................................... 34

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About This

This document comprises about how to use the Cenfin Stock Control Module of the

Central Finance Company PLC. The Cenfin Stock Control Module is designed for more

than one user so that the document provides proper guides, to use the system and to avoid

difficulties. The document is prepared, that following those directions each user can

easily navigate through the system. Directions are in line, which provides readers a clear

picture on what they were intended for.

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How to use

This section describes how to use the document in order to get the maximum usage of the

Cenfin Stock Control Module. By following the most appropriate section, each user canaccomplish his tasks easily and effectively.

Before you begin

The steps are presented inline for each process. If there are multiple ways to accomplish

the same process those can be identified by following the approach below.

1. To modify the dealer, click on the Modify Button.

2. To modify the dealer, change details at respective fields.

3. To modify the dealer, click on the Update button

4. To add a new dealer, click on the Add Dealer button.

5. Verify the Save button is activated.

As an instance consider above steps. If you dont want to continue with modifying

the dealer you can directly move on to the step No.4, to add a new dealer.

If there are more than one options to decide on those are describes in the following

manner.

1. After done: Option 1 - Click on the Close button to exit and get next inactive

window activated. Refer the Figure 2.

2. After done: Option 2 - Leave the TR.Dealer window and move on to a new process.

From 1 to 3 is oneway to accomplishthe task.Therefore 1 is bolded at the start.

In the same manner 4is bolded at the start.

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Who should refer and where

This section provides each user of the Cenfin Stock Control Module and certain sectionsthat they should go through.

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Configure the system

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Logging the Cenfin Stock Control Module

The system requests login information via the System Login. Refer the Figure 1.

Figure 1

1. Select login type.

2. Type your User Name followed by Password.

3. Press Enter Key on your key board. The Branch will be populated with the default

Branch Code.

4. Click on the arrow at Branch . Select the appropriate branch from the

collection of branches.

5. Click on the arrow at User Group . Select the appropriate user group from the

collection.

6. Click on the Connect button.

7. The system logs in providing a menu at the uppermost. Then click on the

appropriate menu item to start. For an instance, click on the CenFin System at the

menu to start with Cenfin Stock Control Module. Refer the Figure 2.

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Figure 2: The menu uppermost

Navigate through the menu

1. Click on the CenFin System at the uppermost menu.

2. Follow the directions on the menu to get the appropriate window. Refer Figure 3.

Figure 3: Steps to get window TR.Dealers

Closing and Refreshing windows

Figure 4

The user can either close the window or leave it and move on with the next activity.This is applicable for windows which come with a close button.

1. After done the task: Option 1 - Click on the Close button to exit and get next

inactive window activated. Refer the Figure 4 and Figure 2.

2. After done the task: Option 2 - Leave the TR.Dealer window and move on to a

new process.

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If the user wants to start the task from the beginning he should click on the

Refresh button.

Note: The option refresh can be found with several windows.

Create a New Dealer/Modify an Existing Dealer

1. Select Tractor Order TR.Dealers to get the TR.Dealers window. Refer the

Figure 5.

Figure 5

2. Click on the down arrow at the Select Dealer .3. To view dealers detail, select a dealer from the list.

4. To modify the dealer, click on the Modify button.

5. To modify the dealer, change details at respective fields.

E.g.: To change the text in the Dealer Name select/highlight and type new text

6. To modify the dealer, click on the Update button.

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7. To add a new dealer, click on the Add button.

8. See the Save button is activated.

9. Provide dealers details at respective fields.

10. Click on the Save button.

11. Correct details if there were discrepancies and click on the Save button.

12. After done: Option 1 - Click on the Close button to get next inactive window

activated. Refer the Figure 2.

13. After done: Option 2 - Leave the window TR.Dealer and move on/open to a new

window.

The Bank Guaranty and the FD (Fixed Deposit) of a dealer For a given dealer there should be a fixed deposit started by him at the Central Finance or

a guaranteed amount at a recognized bank.

1. Select a dealer from the list.

2. Option 1- To check guarantees available click on the Bank Guarantees . Refer

the Figures 5 and 6.

3. Option 2- To check fixed deposits at the Central Finance click on the Fixed

Deposits . Refer the Figure 5.

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Figure 6

Create Security Cheques

1. Select Tractor Order TR.Security Cheques to get the TR.Security Cheques

window.

2. Click on the down arrow at the Dealer . Refer Figure 7.

Figure 7: Window TR.Security Cheque

3. To modify a Security Cheque, click on the Modify button.

4. To modify the Security Cheque, click on the grid to select the certain cheque

details.

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5. To modify the Security Cheque, expand the list at the Bank by clicking on the

down arrow there.

6. To modify the Security Cheque, select a bank code from the list.

7. To modify the Security Cheque, select a bank branch code at Bank Branch.

8. To modify the Security Cheque, provide/enter the cheque number at Cheque

Number .

9. To modify the Security Cheque, click on the Update button.

10. Correct details if there were discrepancies and click on the Update button.

11. To add a Security Cheque , click on the Add button.

12. To add a Security Cheque, select a certain dealer.

13. To add a Security Cheque, expand the list at the Bank by clicking on the down

arrow there.14. To add a Security Cheque, select a bank code from the list.

15. To add a Security Cheque, select a bank branch code at Bank Branch .

16. To add a Security Cheque, provide the cheque number at Cheque Number .

17. To add a Security Cheque, click on the Save button.

18. Correct details if there were discrepancies and click on the Save button.

Create Orders

1. Select Tractor Order TR.Order to get the TR.Order window.

2. In Vehicle Details panel select the model order at the Vehicle Modle .

3. Provide the number of vehicles at the No of Vehicles .

4. In Order To panel: Option 1- Select Branch .

5. In Order To panel: Option 2- Select Dealer .

6. When Option 2- Click on the down arrow at Dealer: and select a name. Refer the Figure 8.

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Figure 8.

7. Click on Add button in the Vehicle Details panel.

8. In the grid click under the Security Cheque to get all cheque numbers

available. Refer the Figure 9.

Figure 9.

9. Select a cheque from the list for each item.

10. Click on the Confirm Order button.

11. Make sure the items chosen and click on the OK on the message box.

12. Click on the Save button.

13. View/recall the Order No. at the Order Number field.

Confirm/Reject/Re-submit Order

1. Select Tractor Order TR.Confirm Order to get the TR.Confirm Order

window. Refer the Figure 10.

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Figure 10

2. Click on the down arrow at Pending Orders to get the orders list.

3. Select an order from the list.

4. View/examine.

5. Option 1-Confirm the order. Click on the Confirm Order .

6. Option 2-Reject the order.

7. Option 2-Enter a comment at Remarks: area and press Reject Order .

8. Option 3-Re-Submit the order.

9. Option 3-Provide a comment at Remarks: field and click on the Re-Submit .

10. Option 4-To start again, click on the Refresh .

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View Re-Submitted Orders

1. Select Tractor Order TR.Re-submit Order to get the TR.Confirm Order

window.

2. Select the order from Orders to Re-submit:

3. View/examine.

4. Click on Re-Submit /Click on Close to exit.

Create a Good Issue Note

1. Select TR.Goods Issue Note TR.Create Goods Issue Note to get the

TR.Create Goods Issue Note window.2. View/examine the Approved Orders .

3. Select the order to create a Good Issue Note from the collection.

4. View/examine Order details and make sure .

5. Click at the down arrow under the Chassis Number at the right to get all

available chassis numbers. Refer the Figure 11.

6. Option 1-If available: Select a chassis number from the list.

7. Option 2-If not available: Type an appropriate chassis number from the collection

you have.

8. Click under the Driver: to get all derivers available.

9. Option 1-If driver is available select the driver.

10. Option 2-If driver is not available click on Add Drivers to add a driver.

11. Option 2-Provide Driver details at the dialog and click on Save .

Note: You can omit at any time by clicking on Cancel .

12. Option 2-Follow the step 7 to add the driver.

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Figure 11

13. Option 1- Click on Create GIN .

14. Option 1- Recall the generated GIN number. Refer the Figure 12.

Figure 12

15. Option 2-To get/view the consignment note click on the Print .

16. Option 2- Examine the report and click on Print Consignment Note to print it.

Refer the Figure 13.

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Figure 13

17. Option 3- Refresh to start a new by Clicking on Refresh .

18. Option 4- Close the window by clicking on Close .

Confirm a Good Issue Note

1. Select TR.Goods Issue Note TR.Create Goods Issue Note to get the

TR.Create Goods Issue Note window.

2. Click on the down arrow at the top left corner to Select GIN numbers. Refer the

Figure 14.

3. Select a GIN number.

4. View/examine details appeared.

5. Click on the down arrow under the Status c hange the status of the Goods

Issuing. Refer the Figure 14.

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Figure 14

6. Option 1- Click on the Confirm to confirm the Good Issuing status.

7. Option 2- Click on the Close close the window.

The report of TR.Tractor Stock Position

This report illustrates how the stock is sited among the yard at Kelaniya and the branches

all over the island.

Note: If you access through the yard at Kelaniya, the chassis which are still in the status

of pending will be shown in highlighted. Refer Figure 15.

1. Select TR.Reports TR.Tractor Stock Position Report to get the TR.Tractor

Stock Position Report window.

2. Click on the down arrow at Branch to expand and see the branches.

3. Select the branch number.

4. Click on view.

5. Wait till the report appears.

6. If it is the yard at Kelaniya, the stock available in there will be highlighted. Refer

Figure 15.

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Figure 15

Create a sale

1. Select TR.Sales TR.Create Sale to get the TR.Create Sale window. Refer

Figure 16.

2. A window appears which includes following major sections.

Branch Information (at the top left)

Dealer Details

Customer Information

Sales Information

3. Click on the New Sale at the top left buttons to start a new sale.

4. Option 1- Click on the Branch at the Sales Category to proceed with a sale

for a branch.

5. Option 2- Click on the Dealer at the Sales Category to proceed with a deal

for a dealer.

6. Click on the down arrow at Sales Type to get the two types of sales.

7. Select either outright or facility in the list.

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8. To follow the option 1(4) - Move on to the Dealer Details .

Figure 16

9. To follow the option 1- Click on the down arrow at the Dealers to get all

dealers.10. To follow the option 1- Select a dealer.

11. Otherwise, move on to the Customer Information .

12. To select the individual type, click on the Individual .

13. To select the individual type, enter his identification number at the Customer ID

no. along with other details*.

14. To select the company type, click on the Company .

15. To select the company type, enter the business registration number of certain

company at the Business Registration no with other details*.

Note: In 13 and 14 the other details* are similar for both. They are the Last

Name/Business Name , Customer Address and Contact no.

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If those details were entered in an earlier process those will be appeared in respective

fields as youve entered either the Customer ID no or the Business Registration

no.

16. Move on to the Sales Information .

17. Click on the down arrow at the Vehicle Model to get all vehicle models.

18. Select the vehicle model.

19. Click on the down arrow at the Chassis Number to get all available chassis

numbers.

20. Select the chassis number.

21. The base price and the sales price of the selection appear at the Base Price and

Sales value respectively.22. Option 1- To select the general ledger as the receipt type click on the GL .

23. Option 2- To select the credit system as the receipt type click on the Credit .

24. Enter the receipt number at the Receipt No .

25. The receipt amount is displayed at the Receipt Amount .

26. System validates the receipt number.

Note: For one sale, more than one receipt can be utilized. Conversely one receipt

can be utilized in more than one payment . The Figure 17 explains this further.

GLReceipts Available CreditReceipt Number

Amount Available

Allocate All Allocate a share

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Figure 17

27. View/Examine details.

28. Enter the amount to be allocated at the Allocation Amount .

29. Click on the Add to complete.

30. View the receipts added in the grid.

31. Option 1- Right click on a row to remove the receipt. Click on the Remove

Receipt .

32. Option 2- To add another receipt for the same sale repeat from 22 to 28.

33. Examine the total amount of receipts at the Total Receipts Amount .

34. Option 3- To cancel all, click on the Cancel .

35. Option 3- To finalize the process click on the Save .36. Option 3- Recall the code generated at the New Sales No.

37. Either close or leave the window and move on to another process.

Pending Transfer Activate

1. Select TR.Sales TR.Pending Transfer Activation to get the TR.Pending

Transfer Activation window. Refer Figure 18.

Figure 18

2. Select the date range at Date Range .

3. Click on the down arrows to select the start and end dates.

4. Click on Inquire to retrieve the details.

5. All chassis numbers which are facilitated but NOT updated in the credit system

will be displayed in detail*.

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6. To get a report on those information click on View Report .

Note: * The chassis numbers displays along with the Sales No., Branch, Customer

NIC and Vehicle Ref. Id .

Sales Reversal

1. Select TR.Sales TR.Sales Reversal to get the TR.Sales Reversal window.

Refer Figure 19.

Figure 19

2. Click on the down arrow at the Chassis No. to expand the list.

3. Select the chassis number which is to be reversed.

4. View/examine the details displays in Sales Information, Customer

Information, Contract Detail and Receipt Information and branch

information .

5. Option 1- Click on the dotted button at right of the Security Cheque No to get

all security cheque numbers available.

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Note: Until the security cheque value is provided the Reverse Sale button will

remain deactivated.

6. Option 1- Provide a reason for this reversal.

7. Option 1- Select a security cheque number to utilize in the sales reversal process.

8. Options 2- If a receipt number is available provide a reason for this reversal.

9. Click on the Reverse Sale .

10. Confirm the message to complete.

Edit prices request

1. Select TR.Sales TR.Edit Prices Request to get the TR.Edit Prices Requestwindow. Refer Figure 20.

Figure 20

2. Click on New to get a new price request editor.

3. The New button will be deactivated.

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4. Click on either Model or Chassis at the Changing Price Type to select

one of two categories.

5. Option 1-If the Model is selected Vehicle Type will appear.

6. Option 1-If the Model is selected click on the Tractor or Tailor at the

Vehicle Type to select one of two categories.

7. Monitor/examine the vehicle details appear in the grid.

8. Click on the grid to select a vehicle.

9. View/examine Model , Model No , Vehicle No, Current Base Price ,

Current Sales Price .

10. Enter new a base price and a sales price at New Base Price and New Sales

Price respectively.

11. Option 1-Enter a note at Note .12. Option 1-Click on Save .

13. Option 2-Click on Refresh .

14. Option 4- Click on the Close button to close the window.

15. Option 5- Leave the window and start another process.

Approve edited prices (Edit prices approve)

1. Select TR.Sales TR.Edit Prices Approve to get the TR.Edit Prices Approve

window. Refer Figure 21.

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Figure 21

2. Click on the grid to select a row which related to requested prices.

3. The details which are related to the selected appear.

4. View/examine the details.

5. Option 1- Click on the Approve button to approve the request.

6. Option 2- Click on the Reject button to reject the request.

7. Option 3- Click on the Refresh button to start from the beginning.8. Option 4- Click on the Close button to close the window.


Add/Remove/Modify Suppliers [For Trailers]

1. Select TR.Trailer TR.Supplier to get the TR.Supplier window.

2. Option 1- Click on Add to insert a new supplier.

3. Option 1- Provide suppliers first name, last name, national identification number,

contact number, address, email and fax at First Name , Last Name , NIC

number , Contact number , Address fields , email and Fax respectively.

4. Option 1- Click on the Save button.

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5. Option 1- Recall the supplier code generated at Supplier Code .

6. Option 2- Click on down arrow at Supplier Code get the list of suppliers.

7. Option 2- Select one of them to modify.

8. Option 2- Click on Modify button to edit related details.

9. Option 2- Modify details at First Name , Last Name , NIC number ,

Contact number , Address fields , email and Fax .

10. Option 2- Click on Update .

11. Option 3- Click on down arrow at Supplier Code get the list of suppliers.

12. Option 3- Select one of them to remove.

13. Option 3- Click on Delete to remove from the collection.

14. Option 4- Click on Cancel to start again.

15. Option 5- Click on the Close button to close the window.16. Option 6- Leave the window and start another process.

Commission Payment Request

1. Select TR.Commission TR.Commission Payment Request to get the TR.

Commission Payment Request window. Refer the Figure 22.

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Figure 22

2. Click on the grid to select a row which contains a commission detail.

3. View/examine details appear in section below.

4. Option 1- Click on Save .

5. Option 2- Click on Cancel to clear details.

6. Option 3- Click on the Close button to close the window.7. Option 4- Leave the window and start another process.

Commission Payment Approval

1. Select TR.Commission TR.Commission Payment Approval to get the TR.

Commission Payment Approval window. Refer the Figure 23.

2. View/examine the details in the grid.

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Figure 23

3. Option 1- Click on a row to select that particular commission details.


5. Option 2- Click on Select All to select all commissions.

6. Option 2- The button swapped to De-select All .


8. Option 3- Click on De-select All to select all commissions.

9. Option 4- Click on Cancel to de-select the selected.

10. Option 5- Click on the Close button to close the window.


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Reports

The CenFin System contains a wealthy set of reports. Those help users to get an idea onthe current situation in stocks, dealers, branches etc. The section below summarizes theeach report in the order as on the menu (Refer the Figure 24).

Report Description

TR.Branch Orders Report Includes information for a dealer or a branchfor a completed or an uncompleted order onspecific date range* .

TR.Sales Report Includes sales information of either a specificbranch or a dealer of it. That information can

be filtered on the sales type and on thevehicle category . The information is basedon a given date range .

TR.Tractor Stock PositionReport

Specifies where the tractor stock ispositioned on a particular day. Stocks canbe retrieved for a particular branch or for allbranches. The report highlights the stockremained in the yard in Kelaniya.

TR.Trailer Stock Position Report Specifies where the trailer stock is

positioned on a particular day. Stocks canbe retrieved for a particular branch or for allbranches. The report highlights the stockremained in the yard in Kelaniya.

TR.Unconfirmed/Confirmed GINReport

Reports about the Good Issue Notes basedon their status that is either confirmed or unconfirmed. The information should beretrieved on a given date range.

TR.Pending Sales Report Includes the sales which are on the status of

pending for a given date range. Informationcan be collected for all branches or for a givenbranch.

TR.Exceptional Sales Report Generates reports specifically for brancheswhen theyve sold items without keeping acommission (The difference between the

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sales price and the base price is 0)

TR.Commission PaymentSummary

Includes information specifically for brancheson commission payments made for a givendate range.

TR.Dealer List Report Lists down all the dealers of a branch.Alternatively this lists down all dealers whohave opened FD (Fixed Deposits) at CentralFinance or all who have guarantees .

TR.Tractor Location HistoryReport

Describes how a tractor had been movedfrom one location to another from it was in theKelaniya yard till it was sold.

TR.Returned GIN Report Includes all the Good Issue Notes which havebeen returned for a given date range.

TR.Stock Age Analysis Report Provides an analysis about the stock in aparticular branch. Supplies the chassisdetails, model details, GIN details and dates.

TR.Stock Scanning InformationReport

Contains all the information gathered duringthe scanning process.

TR.Stock Scanning Summary

Report

Provides a summary of the chassis scanned.

Date Range* = The period between given twodates.

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Figure 24

Controlling Buttons

The buttons which makes easier to work on a report, can be seen just above the viewingarea. Refer the Figure 24.

Figure 24

First Page - If the report contains more than one page clicking on this will take you to the first page. (Disabled if the report contains only one page)

First Page

Last PagePrevious Page

Next Page

Go to

ClosePrint

Refresh

Export

Search

Zoom

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Last Page - If the report contains more than one page clicking on this will take you to the last page. (Disabled if the report contains only one page)

Previous Page - Click on this to move on to the previous page. (Disabled if the report containsonly one page)

Next Page - Click on this to move on to the next page. (Disabled if the report contains only one page)

Close- Will close the report opened.

Print- Displays the printer information to print the report.

Refresh- Generates the report from the origin.

Export- Displays to choose a location to export/save the report.

Zoom- Click on the down arrow to select zoom options.

Search- Finds specific text on the report.

How do I view reports?

TR.Branch Orders Report

1. Click on the down arrow at the First .2. Select the first day.3. Click on the down arrow at the Second .

4. Select the second day.5. Click on the down arrow at the Type .6. Select the vehicle type.7. Click on the down arrow at the Order Type .8. Select the type.9. Option 1- Click on the View .10. Option 2- Click on the Close .

TR.Sales Report

1. Click on the down arrow at the Report Type .2. Select the type.3. Click on the down arrow at the Sale Type .4. Select the type.5. Click on either All or Single at the Branch .6. If the single is selected click on the down arrow to select the branch.7. Select the branch.8. Click on the down arrow at the From .

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7. Select the second day.8. Option 1- Click on the Print .9. Option 2- Click on the Close .

TR.Exceptional Sales Report

1. Click on the down arrow at the From Date .2. Select the first day.3. Click on the down arrow at the To Date .4. Select the second day.5. Option 1- Click on the View .6. Option 2- Click on the Close .

TR.Commission Payment Summary

1. Click on the down arrow at the Payment Status .2. Select either Paid or Approved.3. Click on the down arrow at the From Date .4. Select the first day.5. Click on the down arrow at the To Date .6. Select the second day.7. Option 1- Click on the View .8. Option 2- Click on the Close .

TR.Dealer List Report

1. Select either Dealer Guarantee Expiry Report or Dealer FD Maturity Reportor Dealer List Report at the Select Report .Note: -Dealer Guarantee Expiry Report provides guarantees owner in detail.

-Dealer FD Maturity Report provides FD details.-Dealer List Report provides a list of dealers.

2. Click on either All or Single at the Branch .3. If the single is selected click on the down arrow to select the branch.4. Select the branch.5. Click on the down arrow at the From .6. Select the first day.7. Click on the down arrow at the To .8. Select the second day.9. Option 1- Click on the View .10. Option 2- Click on the Close .

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TR.Tractor Location History Report

1. Enter a chassis number at the Enter the chassis No2. Option 1- Click on the View .3. Option 2- Click on the Close .

TR.Returned GIN Report

1. Click on either All or Single at the Branch .2. If the single is selected click on the down arrow to select the branch.3. Select the branch.4. Click on the down arrow at the Date .5. Select a day.6. Option 1- Click on the View .7. Option 2- Click on the Close .

TR.Stock Scanning Information Report

1. Click on the down arrow at the From .2. Select the first day.3. Click on the down arrow at the To .4. Select the second day.5. Option 1- Click on the View .6. Option 2- Click on the Close .

TR.Stock Scanning Summary Report

1. Click on the down arrow at the From .2. Select the first day.3. Click on the down arrow at the To .4. Select the second day.5. Option 1- Click on the View .6. Option 2- Click on the Close .

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Conclusion

Test User Manual

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