tea board · quality system documentation t03001 04-apr 2014 exporter_user_manual.docx page 3 of 50...

Quality System Documentation T03001

04-Apr-2014

Exporter_User_Manual.docx of 50

©2012 All rights reserved

Tea Board

Tea Council User Manual

of

Exporter Module


04-Apr-2014



Content About this Guide v Purpose of this Guide v Who should Read this Guide v How to Get in Touch vi

Documentation Support vi Customer Support vii Getting Started 8 Logging in to Tea Council 8 Interface 10 Changing Password 10 Logging out from Tea Council 12 Contact Us 13 Support 14

Application Form 16 Go to Application form 16 Fill New Application Form 17 Save the Application Form 20 Modify the Application form 21 Submit the Application form 23 View Records in List View 23 View Invoice Status 24 View Certificate if Generated 25 Exporting Records 29 Print Application Details 30

Iran Inspection Go to Iran Inspection Click on an Invoice

Payment 36 Select and Make Pending Payments 36 Warehouse 38


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Go to Warehouse form 38 Fill New Warehouse Form 39 Save the Warehouse Form 41 Modify the Warehouse form 41

View Records in List View 42 Personal Details 43

Modify and Submit Details 43 Reports 44 Country wise Invoices Report 44

Payment History 45 E-Mail Notifications 46 Non-Compliance Mail (When quality gets Non-Conformed) 46 License To Expire Mail (Only Applicable for Temporary Exporter) 46 Summary 47 View Dashboard 47


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About this Guide

Purpose of this Guide This guide will enable you to use every option of Tea Council Exporter Module and provides detailed procedures for the same.

Who should Read this Guide This guide is for any Exporter who has to use the Tea Council system. The Tea Council Exporter Application would typically involve the following tasks:

Application Form: Filling the form

a. Save the Application form b. Make changes in Saved Application form c. Submit the application form d. View the previously submitted application form of last 30 days in List View e. View the Invoice status of application form f. View the Certificate (If Certificate is generated) g. View the lab report uploaded by IA in Maintenance View(if IA is allocated and

Inspection is completed)

Payment: Select & Make Payment (If available) Warehouse: Filling the form

a. Save the Warehouse form b. Make changes in Saved Warehouse form c. Submit the Warehouse form d. View the previously submitted Warehouse form in List View


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Personal Details: Modification

a. Modify Phone No. and save b. Modify Email-id and save

c. Modify IEC and save

Reports: View Reports (Invoice data submitted today will be part of the report from the next day.)

a. Country wise Invoices Report b. Payment History

Email Notifications: Checking emails

a. Non-Compliance Mail (When quality gets Non-Conformed) b. License To Expire Mail (Only Applicable for Temporary Exporter)

Summary: View Dashboard (Exporter Home Page)

How to Get in Touch The following sections provide information on how to obtain support for the documentation and the software.

Documentation Support NSE.IT welcomes your comments and suggestions on the quality and usefulness of this document. For any questions, comments, or suggestions on the documentation, you can contact us at NSE.IT Limited Trade Globe Ground Floor Andheri-Kurla Road Andheri (East) Mumbai - 400 059 Tel - 2826 7600


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Customer Support If you have any problems, questions, comments, or suggestions regarding Tea Council, contact us at the address mentioned above. While contacting customer support, have the following information ready: NSE.IT Tea Council User Manual, Your name, e-mail address, phone number, and fax number. The type of hardware, including the server configuration and network hardware if available. The version of Tea Council, the operating system the exact message that appeared when the problem occurred or any other error messages that appeared on your screen. A description of how you tried to solve the problem.


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Getting Started Chapter 1

Logging in to Tea Council The Login option facilitates you to log on to Tea Council application.

To Log on to Tea Council Open www.teaauction.gov.in/teacouncil in an Internet Browser. The Tea Council Login Screen will open. Enter the login credentials, as provided, in the relevant fields (User ID and Password) and select the Role type as Exporter. Click the Login button to Log into the Tea Council. On pressing the Login Button, the system will verify all the data entered and on successful verification only, the user would be logged in. If case of any error, the system would inform the user about the same.

http://www.teaauction.gov.in/teacouncil


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Figure 1

Field Default Value Validation Description

User Name Blank This field is alphanumeric and this field is mandatory.

Enter the appropriate user code or the login name.

Password Blank Alphanumeric with a minimum length of 8 characters. Should contain at least an alphabet and a numeric value. This field is mandatory.

Enter the appropriate password.


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Interface After successful login, the User will be redirected to the Home Page as shown below.

Figure 2

Changing Password

The Change Password option facilitates you to change your password. The Change Password screen is also invoked when you log on to the web application for the first time.

To change your password

a) Log on to Tea Council Application.


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b) On the top-right corner, click “Change Password” link. c) Exporter module displays the Change Password screen as shown in the following figure.

Figure 3


Old Password Blank Should be same as the one the user entered while logging onto the Tea Waste System.

Type your current password.

New Password Blank New password should be of minimum 8 characters containing an alphabet and a numeric character. Should not be among the last 5 used password(s)

Type the new password.

Confirm New Password

Blank Should be same as New Password.

Retype the new password to confirm


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the password.

User Code of logged in User will be displayed, by default, in disabled mode. Click Change button to save the new password. Tea Council module displays Password Change Successfully message as shown in the following figure. After changing the password, the user will be required to re-login. The New password will be valid for 30 Days. )

Figure 4

Logging out from Tea Council The Sign Out option facilitates you to log out from the Tea Council. To log out from the Tea Council Exporter Module On the Tea Council screen, click Sign Out link available at Top Right Corner of the screen. User will be logged out from the application & will be diverted to Login page as shown in the following screen.


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Figure 5


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Contact Us The Contact us link will redirect to Contact us page which will provide the contact details of Corporate Office.

Figure 6

Support Support link will redirect to Support page which will provide the contact details of Support Executive for any grievance or queries.


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Figure 7

Application Form Chapter 2


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Go to Application form Application form option provides the Exporter to view all the previously submitted application (Last 60 Days) and provide an option to add new application for export. User will be redirected to the Application form screen after clicking on Application form as shown in the below screen.

Figure 9

Fill New Application form To Fill New Application form Click on Add Button in the Application form List View, an Application form will appear and user will be redirected to maintenance view as shown in below screen.


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Figure 10


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Application form contains three sections:

Export Details

Warehouse Details

Add Invoice Details

Invoice details section contains following fields:


Invoice Number Blank Should be alphanumeric and separated by backslash(/) or/and Hyphen(-)

Displays the Invoice Number which is unique

Country of destination Blank NA Displays the Country of Export

Invoice Date Blank NA Displays the Invoice date of Export Shipment

Proposed Export Date Blank NA Displays the Proposed Export date of Shipment

Total Net Weight (Kgs) Blank Should be Numeric, greater than 0 and can be up to 4 decimals

Displays the total Net Wt. of Invoice

Port Type Blank NA Displays the Type of Ports

Port of Shipment Blank NA Displays the Port of Shipment for the selected Port Type

% of Imported tea 0.00 Should be any value between 0 to 100

Enter the amount of Imported tea in percentage


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Warehouse details section contains following fields:


Warehouse Blank NA Displays the name of the Warehouse

Address Auto Displayed NA Displays the Address of the Warehouse

Add details section contains following fields:

Add details will be entered in Add details form which will be displayed on clicking Add details Button.

Figure 11


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Tea Category Blank NA Displays the Category of the Tea

Manufacture Type Blank NA Displays the Manufacture Type(Applicable only for Black & Green Tea Category)

HS Code Blank Should be alphanumeric and separated by backslash(/)

Displays the HS Code of the Lot

Net Weight(Kgs) Blank Should be Numeric, greater than 0

Displays the Net weight of the combination of selected Tea Category in Kgs

Bulk tea & Package Tea Check Box in Contents

Unchecked NA Select the Check box(s) whatever the Invoice contains

Tea Bags, Tea Sticks, Flavored Tea & Others Check boxes in Packaged Types

Unchecked NA Select the Check box(s) whatever the Invoice contains

Place of Purchase Blank Can be alphanumeric

Displays the place where the tea is purchased from

Center of Purchase Blank Can be alphanumeric

Displays the auction center name where the tea is purchased from


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Save the Application form After filling the Application form user can save the application form by clicking on Save button in the Application form.


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Figure 12


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Modify the Application form User can only modify those records which he has previously Saved not Submitted or whose Invoice Status is Pending. For modification user should fetch the record in the list view by using Date filter and the he has to click on that record and then he can do changes in any of the field except Invoice no. and Lot No.. After making Changes if user wants to save again the he has to click on Save or if user wants to submit the record then he has to Click on Submit.

Submit the Application form Once user fills all the correct details in the Application form then he can submit the record by

Clicking on Submit button in the Application form. Once the user submitted the application

form then he will not able to modify any data in that Application form.

Figure 13


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Figure 14


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Figure 15


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View Records in List view

User can view all their records (last 60 days) in the List view by applying the Date filter, Date

filter recognizes the date of proposed export date not the submission date.

Figure 16

View Invoice Status User can view the Invoice status of their Invoices in the List view. There are five kinds of

Statuses for the Invoices

Pending


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Certificate Generated

Quality Conformed

Quality Non-Conformed

Figure 17

View Certificate if Generated User can view the Certificate of the Invoice in Certificate Column in List View, there is a link against each record when certificate is generated, to see the Certificate user have to click on that link, then PDF link for Certificate will get open.


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Figure 18


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Figure 19


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Certificate for Iran:

Figure 20


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Exporting Records User has the facility to Export the records in excel format from the List View by applying the available filters, to export the records user has to click on the Export to Excel Icon in the List view and then save that file to any location.

Figure 20


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Figure 21

Print Application Details After Submitting the Application form if user wants to Print the Application details which he was filled earlier then user has to click on that record in the List View and have to Click on the Print Application PDF Link in the Maintenance view of that record in which user can see and print the details of the application.

Figure 22


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Figure 23


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Iran Inspection Chapter 3 Go to Iran Inspection User will be able to view all the Invoices that are going to the country Iran. User can select the

shipment date, from and to and click on refresh to view any invoice being shipped in the

selected period.

By default this view called the list view will display all the invoices whose shipment date is the

current date.

Exporter will be able to view the statuses of Iranian Inspection Results Submission and GMP

verification. The Exporter will also be able to view the Export Clearance Certificate and the

Health Certificate.


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Click on an Invoice, Enter details & Submit On clicking the Invoice the below information/sections for the invoice are displayed.

1. Invoice Details 2. Tea Category & Inspection Parameters 3. Test Result Upload 4. GMP Report Upload 5. Declaration


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Regarding the points from 1 to 5 above, the invoice details will be auto-populated and will be based on the details entered by the Exporter while filling the Application Form. The Test Parameter fields will be non-editable by default and will become editable only when the user checks the tea category. On checking the tea category, user can enter the values for each parameter, note that each parameter field is a required or mandatory entry without which the system will not accept the submission of other values and throw a message like “Please fill all values”. User has to upload the test result and the GMP report (both pdf documents with file size less than 100kb) and then compulsorily check a declaration and then submit the form.


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Payment Chapter 4

Select & Made Pending Payments Payment form facilitates the exporter to pay the pending payments (if any), exporter will not be

able to submit any application form if any payment record(s) is due to pay or if any payment

record is yet to received by admin. To make the payment exporter has to select the record of

Pending Payment Status which he is willing to pay and then he has to select the mode of

payment and also he has to enter valid NEFT/RTGS Code/DD No. , Bank Name & Branch Name

and then he have to click on Submit button. Once user Click on Submit Button, Payment status

will change from Pending to Payment Made, at the other end when Admin receives the

payment he will mark it as received and then Payment status will change from Payment Made

to Payment Received.


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Figure 24


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Warehouse Chapter 5

Go to Warehouse form Warehouse form option provides the Exporter to view all the previously submitted warehouses details and provide an option to add new warehouse for export. User will be redirected to the warehouse form screen after clicking on warehouse form as shown in the below screen.

Figure 25


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Fill New Warehouse form To add new Warehouse click on Maintenance tab in the Warehouse form List View, a new form will appear. Click on Add button to add details of a new Warehouse.

Figure 26

Warehouse details section contains following fields:


Name Blank Mandatory, Only Alphabets and few Special Characters (! # $ % & * ( ) + - , . / ' ")are allowed

Displays the name of the Warehouse

Address Blank Mandatory, Alphanumeric with

Displays the Address of the Warehouse


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Special Characters are allowed

Pin code Blank Mandatory, only numeric

Displays the Pin code of the Warehouse

Contact Person Blank Mandatory, Only Alphabets and few Special Characters (! # $ % & * ( ) + - , . / ' ")are allowed

Displays the name of the Contact person of the Warehouse

Area (sq. ft) Blank Mandatory, Only Numeric characters are allowed

Displays the Size of the Warehouse in Square Foot (sq.ft)

License No. Blank Optional, Alphanumeric characters and special characters like / - are allowed

Displays the License number of the warehouse

State --Select-- Mandatory, Drop Down list containing names of all the names of states of India

Displays the Name of the State where warehouse is located

Phone No. Blank Optional, Only Numeric and ‘/’ characters are allowed

Displays the Phone number of the warehouse.

Email ID Blanks Mandatory, Alphanumeric with Special characters are allowed

Displays the Email ID of the warehouse

Zone(Others, SEX, ICD Amingaon Radio Buttons)

Others NA Displays the Zone of the Warehouse


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Save New Warehouse form To save new Warehouse, fill in all the details and click on save button. This would save the Warehouse details.

Figure 27 Modify Warehouse form User can modify only those records which are previously saved. To modify existing Warehouse, select the warehouse that needs to be modified from the list view. Click on the Modify Button. Enter the new details and then click on the Save button.


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Figure 28


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Figure 29 View Records in List view User can view all their records in the List view by applying the Date filter, Date filter recognizes

the Name and the License number.


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Figure 30

Personal Details Chapter 6 Modify and Submit details In Personal details form User can see their own personal details, he can also modify and submit the Phone No., IEC and E-mail ID only in the Personal details form.


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Figure 31

Reports Chapter 7

Country wise Invoices Report This report facilitates the user to see all the previously Invoices which he has exported or going to export on the basis of different Countries In this report, Invoice data submitted today will be part of the report from the next day. Only those Invoice records will be display in report whose certificate is generated.


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Figure 32

Payment History Report

This report facilitates the user to see all the previously Invoices whose payment has been made by the user. Payment Made today will be part of the report from the next day. Only those Invoice records will be display in report who’s Payment has been made by an Exporter.


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Figure 33

E-mail Notifications Chapter 8 Non-Compliance Mail A system generated Non-Compliance Mail is sent to the user Mail ID which he has registered to the Tea Council when quality of the Invoice gets Non-Conformed after Inspection. Show cause Notice & Inspection Details link will be attached in the above mail, user can be able to see the


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Inspection Details as well as the Show cause notice by clicking on the particular link, added to this Intimation letter Link will be attached in a case when two or more non-compliance happens due to pesticide parameters failures, and in this case Exporter has to pay some charges for Inspection which will be mentioned in the Intimation letter.

License to Expire Mail From one month prior to the expiry of the license a system generated alert mail will be sent to the temporary exporter at a weekly interval (on Every Monday). This Mail is only for Temporary Exporter.

Summary Chapter 9

View Dashboard User can view the Summary of all their Invoices in the Home tab (Login Page of User). In Summary User can View the Count of the Applications whose Invoice status is Payment Pending(if Any) , Certificate generated, Quality Conformed, Quality Non-Conformed and the total of all these applications.


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Figure 34

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