Introduction

‘Beyond LPG’ is a web based application that can be accessed over internet / intranet by the territories, LPG distributors, vendors and also by the staff from other offices. This system covers all the following processes in ‘Beyond LPG’ initiative launched by LPG SBU.

1. Distributors place indents on the territories for the materials required. The indents are sent to the territories along with the cheques drawn in favour of vendors for the amount equal to the order value.

2. Territories consolidate all the indents received from the distributors and place purchase orders (POs) on the vendors for the required materials. The indents will be executed only after the cheques are received from the distributors. The POs along with the cheques, annexures giving details of the distributors’ addresses, distributor wise materials and quantities indented, C-Forms and Road permits wherever applicable will be sent to vendors or to their stockists (C&F agents).

3. Vendors/Stockists acknowledge the receipt of POs and deliver the materials directly to the distributors through courier.

4. LPG SBU’s HQ will inform the vendor wise material price lists and other related details to all the territories periodically. All the territories send a copy of each PO to HQ where all the orders will be compiled to generate various MIS reports.

5. Communication to the distributors on price lists, the status of their indents and also timely response to their queries by the territories and HQ.

The manual handling of the above processes will definitely increase the workload at the territories / CO and will also become unmanageable if most of the distributors join in this initiative or the number of indents increase. To simplify all the above processes, a web application has been developed to provide an end to end solution covering all the following modules.

• Maintenance of all the masters like customer, vendor, stockist (C&F agent), territory, material, price etc centrally at CO.

• Creating indent by the distributor along with the payment details. • Creation of indents by the territories on behalf of distributors in case manual indents are received

with cheques. • Approval of the indent by territory after receiving the cheques in hand. • Creation of PO on vendor/stockist by the territory after consolidating the approved indents. • Acknowledgement of PO by the vendor/stockist after receiving the same along with cheques, C-form

and road permit as applicable. • Updating material dispatch details like dispatch date, courier name and consignment no with respect

to each indent of the distributor. • Confirmation of material receipt by the distributor. • MIS reports as required by all the users of this application. • Provision to assign authorizations.

This server based application can be accessed over internet by LPG distributors, vendors and stockists to execute their respective transactions. This application is accessible over intranet for BPCL staff at LPG territories, Regional offices and Chairman’s office. The following groups are the main users of this application.

• LPG Distributors • Vendors • Stockists • LPG Territories • RLM Setup • LPG SBU HQ

This web based system can be accessed with the following URLs over internet/intranet. Internet http://www.ebharatgas.com http://ebiz.bpc.co.in/lpg http://203.124.139.70/lpg Intranet http://10.72.9.11/lpg http://ebiz.bpc.co.in/lpg http://203.124.139.70/lpg All the users of this application are required to be registered with a user id and password because access to this website is restricted to the above mentioned groups only. All the users will be assigned role based authorizations and it is ensured that they can access transactions or information pertaining to them only. This user manual is designed to present all the modules of this application based on the user groups so as to make it easier to download their relevant chapters from the website.

LPG SBU HQ

The user ids and passwords will be created by the system administrator for the staff who are required to access this application. The login screen and the links available for the staff of LPG HQ are given below. The main roles of these users are to maintain all the masters like vendor, material, price etc up to date with accurate data. They should register vendors and stockists on this site and advise them the user id and password. Another important role is to assign stockists to territories and also to monitor the transactions by viewing various MIS reports.

Following are the options available for LPG SBU-HQ a. Profile

My Profile To change Password or user contact Information

b. Customer View List To View List of Customers Update Customer To View Reports/Transactions available for Customer Login Registration To Register a Customer in this application who is not yet registered on ebharatgas website. View Login To view Login name of Customers

c. Territory

View List To View List of Territory Managers Update Territory To View Reports/Transactions available for Territory Managers Login Assign Permission To Assign Permission for Territory Managers Registration To Register Territory Managers who are not yet registered on ebharatgas website. View Login To view Login name of Territory Managers

d. Vendor View List To View List of Vendors Add New To Add New Vendor record Update Vendor To View Reports/Transactions available for Vendor’s Login Registration To Register Vendors with login id and password

e. Stockist

View List To View List of Stockists Update Stockist To View Reports/Transactions available for Stockist’s Login Registration To Register Stockists with login id and password.

f. Material

View List To view List of Materials by Vendor Price List To view Price List of Materials by vendor Sale Unit To View list of Sale Units

g. Order Reports Customer Order To view Indents placed by Customers Purchase Order To view Purchase Orders placed by Territory Managers

h. MIS Reports Sales Volume To View Sales Volume report by Region/Vendor

i. Log Out Exit To log out.

RLM Setup

The Regional LPG Managers can access this application over intranet with the URL http://10.72.9.11/lpg or http://ebiz.bpc.co.in/lpg.

Following are the options available for RLM

a. Profile My Profile To change Password or user contact Information Territory Profile To update the contact nos and Email Ids of territory

b. Customer

View List To View List of Distributors Update Customer To View Reports/Transactions available for Distributor’sLogin

c. Territory

View List To View List of Distributors Update Customer To View Reports/Transactions available for Distributor’sLogin

d. Vendor /Stockist Vendor List To view List of vendors

Stockist List To view List of Stockists

e. Material List To View Vendor wise material Price List To View Vendor wise material price list

f. MIS Reports Sales Volume To View Sales Volume report by Region/Vendor

g. Log Out Exit To log out.

LPG DISTRIUTORS

The distributors who are already registered on ebharatgas website can access this application from www.ebharatgas.com or by using the same login and password from http://ebiz.bpc.co.in/lpg. The distributors who are not yet registered on ebharatgas website should be registered on ‘Beyond LPG’ website by territories with a user id and password. The following screen appears for the customers after they log in into the application.

Following are the options available for Customer

a. Profile

My Profile To Update login profile Customer Profile To Update Customer profile with their contact nos and Email Ids Bank Account To add/update operating banks

b. Sub User View List To View list of Subusers Create New To Create New Subuser Assign Permission To Assign Permissions to Subusers Remove To Remove SubUsers

c. Vendor /Stockist

Vendor List To view List of vendors Stockist List To view List of Stockists

d. Material List To View Vendor wise material Price List To View Vendor wise material price list

e. Order Create To Create new orders by vendor Status To View complete order report with status Addl. Payment To Make payments with multiple cheques of different banks

f. Dispatch View To View dispatch reports Ack. Receipt To Acknowledge receipt with received quantity, date and remarks Update To Update received quantity if already acknowledged quantity is less then

delivered quantity Summary To View Dispatch summary report

g. Log Out

Exit To log out.

LPG TERRITORIES

The territory managers can access this application over intranet with the URL http://10.72.9.11/lpg or http://ebiz.bpc.co.in/lpg by using the same login and password that are assigned to them on ebharatgas website. They can register the distributors who are not yet registered on ebharatgas site. Territories should assign stockists to their respective distributors wherever applicable before allowing distributors to place indents on the web. The following screen appears for the territory managers after they log in into the application.

Following are the options available for Territory Manager

h. Profile

My Profile To change Password or user contact Information Territory Profile To update the contact nos and Email Ids of territory

b. Sub User View List To View list of Subusers Create New To Create New Subuser Assign Permission To Assign Permissions to Subusers Remove To Remove SubUsers i. Customer

View List To View List of Distributors Update Customer To View Reports/Transactions available for Distributor’sLogin Registration To Register distributors if they are not yet registered on ebharatgas website View Login To view Login Information of Distributors

j. Material

List To View Vendor wise material Price List To View Vendor wise material price list

k. Customer Order

List To view Orders placed by Distributors Approve To Approve Orders placed by Distributors Ack. Payment To Acknowledge the Distributors Payments Modify/Remove To Modify/Remove the Customer Order

l. Purchase Order View To View Purchase Orders placed by the territories on vendors Create To Create Purchase Orders by vendor

m. Log Out Exit To log out.

Menu path to assign stockist to customers Customer -> Assign Stockist -> Select the vendor and stockist from the drop down list Menu path to update customers’ bank name Customer -> Update Customer -> Select a customer from the list -> Update Customer’s bank Menu path to create orders on behalf of customers Customer -> Update Customer -> Select a customer from the list -> Create Order

VENDORS/STOCKISTS

The vendors and their stockists can access this application over internet with the URL http://ebiz.bpc.co.in/lpg or http://203.124.139.70/lpg with the user id and password provided to them by BPCL. The following screen appears for the vendors and stockists after they log in into the application.

Following are the options available for the Vendor/Stockist login a. Profile

My Profile To Update login profile Vendor Profile To Update contact nos and Email Ids of vendors/stockists

b. Sub User View List To View list of Subusers Create New To Create New Subuser Assign Permission To Assign Permissions to Subusers Remove To Remove SubUsers

b. Stockist (This option is not available in Stockist Login)

Add New To Add New Stockist Update To View Reports/Transactions available for Stockist Login

c. Material Type To Add/Update Material type Add New To Add new material Update To Update material Price List To View material price list

d. Acknowledge Customer C-Form To Acknowledge C-Form sent by Territory Manager by status, remark and

received date. View C-Form To View list of C-Forms received from territories.

Purchase Order To Acknowledge the receipt of POs placed by territories.

e. Order Report Customer Order To View detail Order report Purchase Order To View purchase order reports with option to print POs and Annexures

f. Dispatch List To View Dispatch Report Update To Update dispatched quantity, dispatch date for each material of POs. Remove To Remove dispatched entry wrongly created

n. Log Out

Exit To log out.

LPG SALES OFFICERS

The sales officers can access this application over intranet with the URL http://10.72.9.11/lpg or http://ebiz.bpc.co.in/lpg The following screen appears for the territory managers after they log in into the application.

Following are the options available for Sales Officer.

o. Profile My Profile To change Password or user contact Information Area Profile To update the contact nos and Email Ids of territory

b. Sub User View List To View list of Subusers Create New To Create New Subuser Assign Permission To Assign Permissions to Subusers Remove To Remove SubUsers c. Customer

View List To View List of Distributors

d. Vendor /Stockist

Vendor List To view List of vendors Stockist List To view List of Stockists

e. Material

List To View Vendor wise material Price List To View Vendor wise material price list

f. MIS Report

Customer Order To View the orders placed by the distributors Purchase Order To View the purchase orders placed by the territory. Hit Counter To View the Hits by the customers.

g. Log Out Exit To log out.