Computerised Purchase System

User Manual

 

 

The Computerised  Web-based Purchase System work under windows environment. To operate the system, one should  follow the following instructions.

 

 

      -    Switch on the power to the PC  and  wait till the system boot.

 

-         Select the Internet Explorer from the windows screen (desktop menu) by clicking the   mouse.  

 

      -    Select/Type  the   address as   https://dgserver.dgsnd.gov.in:4445     and you will get the following  

            menu  on your screen :

 

 

                                                      Computerised Activities

                                                                     Of

                                                                 DGS&D

 

1.      Suggestion System

 

2.      Registration System

 

3.      Purchase System

 

4.      Inspection System

 

5.      Store Directory

 

6.      MIS

 

7.      Items on Rate Contract

 

8.      Tenders on Web

 

              

                          

Select  the option 3)  Purchase System from the above menu by Clicking the  mouse and wait for few seconds.

 

The following menu    will appear on the top of your screen

                 Pre Rate Contract                               Post Rate Contract

                     Technical Particulars/Eligibility Criteria      Rate Contract

                         

                     Tender Module                                        Performance Drawal

                     Processing of RC                                      Bank Guarantee

                  Tender Module (NDP)                            Security Deposit 

                     Processing of RC (NDP)                         Amendment

                                                         Fall Clause                        

                                             Others

                     User Administration

                               Audit Trail (query)

                                    Change Password

 

 

 

 

 

To work with any module you need a valid user id and password.

 

 
 

 

 

 

 

 

 

 

 

 

 


By Choosing “Tender Module” the following menu bar will appear on your screen.

 

 

Administrative Module      Working Module     MIS        Report       Query        Windows    Exit 

 

 

By choosing the option from the above  main menu bar   Administrative Modulethe following sub-menu will appear on the screen :

§   Directors Directory

§   Directorate’s S.T.C. 

§   Directoratewise Major Stores

§   Short Description for Major Stores

§   Checklist for Tenderers

§   Master Entry For Due Dates

§   LPP Entry

 

 

You can select any of the item from the above sub-menu for data entry  data entry for directors directory , directorate’s S.T.C.(Special Terms and Condition),  directorate-wise stores, and directorate’s guideline. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.  By selecting checklist for tenderers  one can see the list of check point for tenderers  (General  Terms & Condition). These two sub menus are read only screen for display and help purpose, user can not do any changes in it. Short description for major stores will be entered by the Directorate and this will be used as a part of tender file number for further reference (e.g. SORT DESCRIPTION/SECTION/RC-MAJOR STORE CODE/RC VALIDITY UPTO)

 

By choosing the option from the above main menu bar   Working Module“ the following sub-menu will   appear on   your screen :

            

§         Planning Note

§         Tender Note

§         Tender Enquiry Document

§         Amendments

§         Tender Submission

 

 

 

 

 

If you select “Planning Note” or “Tender Notice”  from the above sub menu you will further get two more following sub menu 

-         Draft  

-         Approval

 

By selecting draft or approval from the above menu you will enter data for the directorate wise tender planning note for new item on existing  item.   There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data

 

If you select “Tender Enquiry Document”  you will get the screen for tender enquiry entry screen. There are some places where you have to chose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.    After entering validity, expiry date etc., other important attachment like G.T.C.  (General Terms & Condition), S.T.C. , T.P. (Technical Particulars) and other information  of T.E. is done with the same entry area by one “click button” .

 

Once you select the “Amendments” from the above sub menu you will further get the following sub menu

-         Tender Notice / Enquiry

-         TE Amendment Letter

-         Special Terms & Condition

-         Technical Specification.

 

Any amendments in data/information can be done by choosing any of the above options.   There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data. 

 

By selecting   “Tender Submissionfrom the sub-menu  of  “Working Module”  you will further get a menu as “ Bidder Details to Submission” which is a data entry module for bidder information in details. After entering  bidder (registered with DGS&D & others) information  successfully its compliance with G.T.C., S.T.C. and Performance Statement is checked from the “Click Appropriate Button”.  Finally Tender submission with price details is to be entered. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.

By choosing the option from the above main menu bar   MIS“ the following sub-menu will   appear on   your screen :

§         Due Dates

§         Gazetted Holidays

§         S.T.C.  for Directorates

 

Once you choose the option “Due Date”  it  will generate tender planning due date report and one can also see this report on the screen  by selecting the option ‘preview’.  If you choose the option “Gazetted Holidays”  you can see the year-wise list of gazetted holidays on your screen by clicking   “down arrow”.  If you choose the option “S.T.C. for Directorates”  you will get special terms & condition for directorate where you can choose the directorate by clicking “down arrow”.

 

By choosing the option from the above main menu bar   REPORT“ the following sub-menu will   appear on   your screen :

§         Tender Notice

§         Tender Enquiry

§         Comparative Statement

§         Ranking Statement

 

For Tender Notice Report You select the directorate and the desired file no. and select the format you wish(PDF format is recommended).

For Tender Enquiry Document You select the directorate and the desired file no. and select the format you wish & the type of tender like single bid or two bid.

For Comparative statement: Once tender is submitted through computer you can generate the comparative statement for all supplier or any particular supplier.

 

For Ranking Statement Select the LPP year and the tender no. & item no. for which statement is to be generated with given option (like regular,past supplier,basic price & only DGS&D supplier).First you ensure that the Mapping of store has been done and LPP has been entered in the new system.

 

By choosing the option from the above main menu bar   QUERY“ the following sub-menu will   appear on   your screen :

§         Tender Due For Opening

§         Tender Due For Opening in a period

 

By Choosing “Processing of RC”the following menu bar will appear on your screen.

 

 

Tender Decision   Revised tender  Counter Offer  Negotiation  Scraping  RC Award  Adv. RC  RC Document  Exit

 

 

By choosing the option from the above  main menu bar   Tender Decisionthe following sub-menu will appear on the screen :

§         Entry

This option “Entry” is for enter the data for Tender decision.

 

By choosing the option from the above  main menu bar   Revised Tenderthe following sub-menu will appear on the screen :

§         Entry

This option “Entry” is for enter the data for Tender decision. You have to choose the tender number by the “ down  arrow”.

 

By choosing the option from the above  main menu bar   Counter Offerthe following sub-menu will appear on the screen :

§         Entry

This option “Entry” is for enter the data for Counter Offer Details. You have to choose the tender number by the “ down  arrow”. You can generate report by selecting report option.

 

By choosing the option from the above  main menu bar   Negotiationthe following sub-menu will appear on the screen :

§         Entry

This option “Entry” is for enter the data for Negotiation Details. You have to choose the tender number by the “ down  arrow”. You can generate report by selecting report option.

 

 

 

By choosing the option from the above  main menu bar   Scrappingthe following sub-menu will appear on the screen :

§         Entry

 

This option ”Entry” is for enter the data for Tender Scrapping. You have to choose the Full  by the “ down  arrow”. 

 

By choosing the option from the above  main menu bar   RC Awardthe following sub-menu will appear on the screen :

§         Entry

 

This option “Entry” is for enter the data for RC Selection. You have to choose the tender number and Item by the “ down  arrow”. 

 

 By choosing the option from the above  main menu bar   Adv RCthe following sub-menu will appear on the screen :

§         Entry

 

This option “Entry” is for enter the data for ADVANCE rate Contract Documents. 

 

By choosing the option from the above  main menu bar   RC Documentsthe following sub-menu will appear on the screen :

§         Entry

This option “Entry” is for enter the data for Rate Contract documents. 

 

By Choosing “Rate Contracts ”the following menu bar will appear on your screen

 

§         RC Report with all amenments

 

In this option you can print the RC Documents with all amendment

 

By Choosing “Amendment”the following menu bar will appear on your screen.

 

 

General  NDP   Exit

 

 

By choosing the option from the above  main menu bar   Generalthe following sub-menu will appear on the screen :

§         Entry

§         Add Item

This option “Entry” is for enter the data for Amendment.. You can generate report by selecting report option.

 

This option “Add item” is for enter the data for Add item.. You can generate report by selecting report option

By Choosing “Fall Clause”the following menu bar will appear on your screen.

 

 

Item Selection   Fall Clause    Exit

 

 

By choosing the option from the above  main menu bar   Item Selectionthe following sub-menu will appear on the screen :

§         Entry

This option “Entry” is for selecting the data for fall clause

 

By choosing the option from the above  main menu bar   Fall Clausethe following sub-menu will appear on the screen :

§         Counter offer

§         Without counter offer

This option “Counter offer” is for enter the data of Fall Clause with Counter offer. You can generate report by selecting report option.

 

This option “Without Counter offer” is for enter the data of Fall Clause without Counter offer. You can generate report by selecting report option

 

NOTE :

-         For Exit   from the main menu bar / sub-menu  choose  “EXIT” option   as  and when required.

-     If any  date  field  appear  always  enter  as  dd/mm/yyyy     where dd- day,  

      mm - month & yyyy – Year in 4 digits. For example enter 25th Feb 2003 as  

25/02/2003

 

Change Password :

This option is available to all users to change their password in regular intervals.

 

 

 

 Computerised Registration System

User Manual

 

 

The Computerised Web-based Registration System work under windows environment. To operate the system, one should follow the following instructions.

 

      -    Switch on the power to the PC  and  wait till the system boot.

 

-         Select the Internet Explorer from the windows screen (desktop menu) by clicking the   mouse.  

 

      -    Select/Type the   address as   https://dgserver.dgsnd.gov.in: 4445 and you will get       the following menu  on your screen :

 

 

 

 

                                                      Computerised Activities

                                                                     Of

                                                                 DGS&D

 

 

9.      Suggestion System

 

10.  Registration System

 

11.  Purchase System

 

12.  Inspection System

 

13.  Store Directory

 

14.  MIS

 

15.  Items on Rate Contract

 

16.  Tenders on Web

 

 

             Select the option 2) Registration System from the above menu by Clicking the mouse and wait for few seconds.

The following menu   will appear on the top of your screen   

 Application received through WEB

Processing of Application

Monitoring

By Choosing “Application received through WEB” the following menu bar will appear on your screen.

 

Application Form For Manufacturer  (Form-A)

Application Form For Agent  (Form-B)

Status of Application

Blank Tour Guidelines

Exit 

 

 

By choosing the option from the above main menu bar   “Application Form For Manufacturer  (Form-A)”  the following sub-menu will appear on the screen :

 

§   Initial

§   Additional 

 

You can select any of the items i.e. Initial or Additional from the above sub-menu for   data entry. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.

 

Similarly by choosing the option from the above main menu bar   “Application Form For Agent  (Form-B)” the following sub-menu will appear on the screen

 

§   Initial

§   Additional 

 

You can select any of the items i.e. Initial or Additional from the above sub-menu for   data entry. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.

 

By choosing the option “Status of Application “  the supplier can come to know on-line

status of application by giving acknowledgement No.

By choosing the option “Blank Tour Guidelines” the following sub-menu will appear on the screen

§   FORM – A

§   FORM --B 

 

You can select any of the item i.e. FORM - A or FORM - B from the above sub-menu. There are some places where you have to choose data from the drop-down list by clicking ‘down arrow’ on the right side to select the right data.

 

 

By Choosing “Processing of Application” the following menu bar will appear on your screen.

 

 

     Select Directorate:

     Processing Center:

   

 

     User Id                   :  

     User Password       :

 

OK

 
 


Cancel

 

                     

 

“Select Directorate” & “Processing Center” both you have to select   from the drop-down list by clicking ‘down arrow’ on the right.

 

Enter the Username & correct password and click OK button by mouse. Now the following menu bar will appear on the screen  :

 

Processing of Application

Misc/ Amendment

Allocation/ Recommendation

Utilities

Reports 

Deletion 

Exit

 

By choosing the option  “Processing of Application” from the above main menu bar        the following sub-menu will appear on the screen:

§         Checklist (Documents) / Acknowledgement Receipt

§         Finalisation / Generation of Certificate

§         View of Application received through Web (Form-A)

§         View of Application received through Web (Form-B)

 

Once you select the first option from the above   sub-menu you will get the checklist of documents where you can further select the radio button Yes/No accordingly for further processing.  User name & place of posting will appear on top corner of the right side of your screen.

Once you select the second option from the above sub-menu you will get the generation of registration certificate. Name & place of posting will appear on top corner of the right side of your screen. File No., Ack No. and Supplier etc you can select from the  drop-down list by clicking ‘down arrow’.  Validity field you have to enter. You can save or print by selecting Save or Certificate option respectively.

You can  view  the  application  Form-A or Form-B by  selecting option 3rd or 4th

from the above sub-menu.

 

By choosing the option  “Misc/ Amendments” from the above main menu bar   the following sub-menu will appear on the screen:

 

·        Annual Turnover

·        Prop. /Partner/Director

o        Add Prop. /Partner/Director

o        Change Prop. /Partner/Director

o        Delete Prop. /Partner/Director

·        Governing specification

·        Production capacity

·        Validity of Registration

·        Firm’s Name

 

Once you select the first option from the above   sub-menu you will get the Annual Turnover.  File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.

 

Once you select the first option from the above sub-menu you will get the Prop./Partner/Director.  File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.

Once you select the first option from the above sub-menu you will get the Governing specification.  File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.

Once you select the first option from the above   sub-menu you will get the Production capacity File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.

Once you select the first option from the above   sub-menu you will get the Validity of Registration.  File /Registration No. field you have to enter. You can save or cancel by selecting Save or Cancel option respectively.

Once you select the first option from the above   sub-menu you will get the Firm’s Name.  User name & place of posting will appear on top corner of the right side of your screen.

 

      By choosing the option  “Allocation/Recommendation” from the above main menu            bar  the following sub-menu will appear on the screen :

 

§         Allocation of works

§         Allocation of Items

§         Recommendation

 

Once you select the first option from the above   sub-menu you will get the allocation of works.  User name & place of posting will appear on top corner of the right side of your screen.  File No., Ack No., Supplier, processing Directorate and Processing center etc you can select from the drop-down list by clicking ‘down arrow’.

Once you select the second option from the above   sub-menu you will get the allocation of Items.  User name & place of posting will appear on top corner of the right side of your screen.    You have to select the right data from the drop-down list by clicking ‘down arrow’.

Once you select the third option from the above   sub-menu you will get the Processing for Recommendation.  User name & place of posting will appear on top corner of the right side of your screen.    You have to select the right data from the drop-down list by clicking ‘down arrow’.

 

By choosing the option  Utilities” from the above  main menu bar the following sub-menu will appear on the screen :

 

§         State Directory

§         QA Office’s Directory

§         QA Officer’s Directory

§         Administration

 

Once you select the first   option from the above   sub-menu you will get the Entry Screen for State Directory.     

Once you select the second option from the above sub-menu you will get the entry screen for QA Office Directory.  You have to select the right data from the drop-down list by clicking ‘down arrow’.

Once you select the third option from the above sub-menu you will get the entry screen for QA Officer Directory.  You have to select the right data from the drop-down list by clicking ‘down arrow’.

Once you select the 4th option from the above sub-menu you will get the Administration.  By selecting it you can Change your password whenever you want.

 

By choosing the option  Reports” from the above main menu bar you can generate following various reports:

 

§         Registration Certificate/Technical Deficiency

§         Officers List

§         Registration Cases finalized

§         Pendency of Registration Cases as on date

§         Pendency of Registration Cases for No. of days

§         Zone wise Registration Directory

§         List of Registered Suppliers for a given State

§         List of Registered Suppliers for a given City / Town

§         List of SSI Firms registered during the period

§         List of Non-SSI Firms registered during the period

§         List of Registered Firms for a given Item

§         List of items registered for a given firm

§         State wise summary of report

§         Summary of registered cases

§         Firms registered as Manufacturers/Assemblers etc.

§         Report for a given firm -Items / Agents

§         Report for a given Agents -Items / Manufacturers

§         Zone wise Statistical report

§         Generation of daily reminder to the firm

§         List of applicant firm

 

By choosing the option  “Deletion” from the above  main menu bar  the following sub-menu will appear on the screen :

§         Deletion of items (work-wise)

§         Deletion of items (work-wise for minor items)

Once you select the first option from the above   sub-menu  you will get the Deletion of items (work-wise).  User name & place of posting will appear on top corner of the right side of your screen.  File No. , Ack No.,    Supplier, processing Directorate and Processing center  etc you can select from the  drop-down list by clicking ‘down arrow’

Once you select the first option from the above   sub-menu  you will get the Deletion of items (work-wise for minor items) User name & place of posting will appear on top corner of the right side of your screen.  File No. , Ack No.,    Supplier, processing Directorate and Processing center  etc you can select from the  drop-down list by clicking ‘down arrow’

By Choosing “Monitoring” the following menu bar will appear on your screen.

 

Summary of Registered Cases

Progress of Registered cases

Firm wise Registration

Item wise Registration

Exit 

 

By choosing the option  Summary of Registered Cases” from the above  main menu bar        the following sub-menu will appear on the screen :

 

§         All India wise

§         Zone wise

§         Directorate wise

§         State wise

 

By choosing the option  Progress of Registered cases” from the above main menu bar        you can see the progress of Registered cases.

By choosing the option  Firm wise Registration” from the above main menu bar you can see Registration cases firm wise.

By choosing the option  Item wise Registration” from the above main menu bar  you can see Registration of cases item wise.

 

NOTE :

-         For Exit   from the main menu bar / sub-menu  choose  “EXIT” option   as  and when required.

-     If any  date  field  appear  always  enter  as  dd/mm/yyyy     where dd- day,  

      mm - month & yyyy – Year in 4 digits. For example enter 25th Feb 2003 as  

25/02/2003

 

 

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