USER MANUAL

for

ANNA DARPAN
(Storage Module)

Development Object ID : UserManual_AnnaDarpan_Storage_v0.2

Development Object Title : Storage User Manual

Version : 0.2

Document Status : Final/Draft Version

 Storage - User
User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

Table of Contents
1 Preface ............................................................................................................... 8
2 How to Use This Guide .......................................................................................... 8
3 User Roles & Responsibilities ................................................................................. 8
3.1 Role Summary Matrix .................................................................................... 8
4 Accessing the System ......................................................................................... 10
5 Stack Creation / Updation ................................................................................... 10
5.1 Quick Reference ......................................................................................... 10
5.2 Step-by-Step Instructions ............................................................................ 11
Create a New Shed ............................................................................................. 11
Add a Stack under the Shed ................................................................................ 14
Verification and Output ....................................................................................... 16
6 Receipt Process (Grain Inflow) ............................................................................. 16
6.1 Quick Reference ......................................................................................... 16
6.2 Step-by-Step Instructions ............................................................................ 17
7 Issue Process (RO Execution) .............................................................................. 17
7.1 Quick Reference ......................................................................................... 17
7.2 Step-by-Step Instructions ............................................................................ 18
8 Intra Movement — Within Depot (Shed / Stack Level) ............................................ 18
8.1 Quick Reference ......................................................................................... 18
8.2 Step-by-Step Instructions ............................................................................ 19
9 Stack Transfer Reversal / Correction Flow ............................................................. 22
9.1 Quick Reference ......................................................................................... 22
9.2 Step-by-Step Instructions ............................................................................ 23
10 Second Weighment Process ............................................................................. 23
10.1 Quick Reference ...................................................................................... 23
10.2 Step-by-Step Instructions ......................................................................... 23
11 Gunny (Empty Bag) Management ..................................................................... 24
11.1 Quick Reference ...................................................................................... 24
11.2 Step-by-Step Instructions ......................................................................... 24
12 Stock Receipt Flow ......................................................................................... 24

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Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

12.1 Quick Reference ...................................................................................... 25

12.2 Step-by-Step Instructions ......................................................................... 25
13 Stock Issue Flow (RO Execution) ...................................................................... 25
13.1 Quick Reference ...................................................................................... 26
13.2 Step-by-Step Instructions ......................................................................... 26
14 Stack Killing / Closing ..................................................................................... 26
14.1 Quick Reference ...................................................................................... 27
14.2 Step-by-Step Instructions ......................................................................... 27
15 Internal Movement ......................................................................................... 27
15.1 Quick Reference ...................................................................................... 27
15.2 Step-by-Step Instructions ......................................................................... 29
15.2.1 Internal Movement Initialization ............................................................. 29
15.2.2 Truck Operations .................................................................................. 29
15.2.3 Special Cases ...................................................................................... 30
15.2.4 Movement Closure & Reporting .............................................................. 30
16 Silo Internal Depot Movement .......................................................................... 31
16.1 Quick Reference ...................................................................................... 31
16.2 Step-by-Step Workflow ............................................................................ 32
i. Login & Navigation ...................................................................................... 32
ii. Create Movement ....................................................................................... 32
iii. System Actions Post Submission ................................................................... 32
iv. Verification................................................................................................. 32
17 Silo Inter-Region Movement by Road (MBR Flow) ............................................... 32
17.1 Quick Reference Table ................................................................................. 33
17.2 Step-By-Step Workflow ............................................................................... 35
17.2.1 Creation & Approval ............................................................................. 35
17.2.2 Outward Movement (Source Depot) ........................................................ 35
17.2.3 Inward Movement (Destination Depot) .................................................... 36
18 Mandi Token Cancellation (Before In-Weight) .................................................... 36
18.1 Quick Reference Table ................................................................................. 36

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User Manual Manual

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Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

18.2 Step-By-Step Workflow ............................................................................... 37

18.2.1 Mandi Creation..................................................................................... 37
18.2.2 Mandi–Depot Association....................................................................... 37
18.2.3 Create Transport Contract ..................................................................... 38
18.2.4 Approve Transport Contract ................................................................... 38
18.2.5 Generate Token for Mandi ..................................................................... 38
18.2.6 Raise Token Cancellation Request .......................................................... 39
18.2.7 Approve Cancellation Request ................................................................ 39
18.2.8 Verify Token Removal ........................................................................... 39
19 Depot Administration: Dehire and Modify Depot Process ..................................... 40
19.1 Quick Reference Table ................................................................................. 40
19.2 Step-By-Step Workflow ............................................................................... 41
19.2.1 Dehire Depot Creation .......................................................................... 41
19.2.2 System Processing ............................................................................... 41
19.2.3 Verification .......................................................................................... 41
20 Depot Administration: Rehiring ........................................................................ 42
20.1 Quick Reference Table ................................................................................. 42
20.2 Step-By-Step Workflow ............................................................................... 43
20.2.1 Create Rehire Depot Request ................................................................. 43
20.2.2 View Rehire Request List ....................................................................... 43
20.2.3 Approve Rehire Request ........................................................................ 44
20.2.4 Reject Rehire Request ........................................................................... 44
20.2.5 Update Rehire Request ......................................................................... 44
20.2.6 Delete (Cancel) Rehire Request .............................................................. 45
20.2.7 Verify Approved / Rejected / Cancelled Requests...................................... 45
20.2.8 Operational Verification ......................................................................... 45
21 Depot Administration: Depot Migration ............................................................. 46
21.1 Quick Reference Table .............................................................................. 46
21.2 Step-By-Step Workflow ............................................................................ 47
21.2.1 Create Migration Request (Divisional Office Staff) ..................................... 47

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Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

21.2.2 Approve Migration Request (GM – Region) ............................................... 47

21.2.3 Verify Approved Migration List (GM – Region) .......................................... 48
21.2.4 Create Migration Request (Regional Office Staff) ...................................... 48
21.2.5 Approve & Verify .................................................................................. 48
21.2.6 Create Migration Request ...................................................................... 49
21.2.7 Reject Migration Request (GM – Region) ................................................. 49
21.2.8 View Rejected Requests ........................................................................ 49
21.2.9 Creation & Rejection (Regional Office Staff → GM Region) ......................... 49
21.2.10 Creation & Deletion (Cancel) by Divisional Office Staff .............................. 49
22 Depot Listing and Viewing ............................................................................... 50
22.1 Quick Reference Table .............................................................................. 50
22.2 Step-by-Step Activity Details .................................................................... 51
22.2.1 List Active and Inactive Depots (Regional Level) ...................................... 51
22.2.2 View Depot Details (Regional Level) ....................................................... 51
22.2.3 List Active and Inactive Depots (Divisional Level) ..................................... 52
22.2.4 View Depot Details (Divisional Level) ...................................................... 52
23 Storage Module: Stack Plan Management .......................................................... 52
23.1 Quick Reference Table .............................................................................. 53
23.2 Step-By-Step Workflow ............................................................................ 53
23.2.1 Access Stack Plan Module ...................................................................... 53
23.2.2 Select Required Details ......................................................................... 53
23.2.3 System Processing ............................................................................... 54
23.2.4 Verification .......................................................................................... 54
24 Silo / Bin Management .................................................................................... 54
24.1 Quick Reference Table .............................................................................. 54
24.2 Step-By-Step Workflow ............................................................................ 55
24.2.1 Access the Add Bin Function .................................................................. 55
24.2.2 Enter Bin Details .................................................................................. 55
24.2.3 System Processing ............................................................................... 55
24.2.4 Verify Bin Creation ............................................................................... 55

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User Manual Manual

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Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

25 Storage Reports and Audit Trial ....................................................................... 56

25.1 Quick Reference ...................................................................................... 57
25.2 Step-by-Step Instructions ......................................................................... 57
26 Field Validations (Quick Reference) ................................................................... 57
27 Reports & Audit Logs ...................................................................................... 58
27.1 Types of Reports Available:....................................................................... 58
27.2 Export Formats Supported ........................................................................ 59
28 Troubleshooting / Common Errors .................................................................... 59
28.1 Error Reference Table .............................................................................. 59
29 Glossary of Terms .......................................................................................... 60
30 Exception Scenarios & Admin Roles .................................................................. 60
30.1 Exception Handling Matrix ........................................................................ 61
31 User Stories (Persona-Based) .......................................................................... 61
31.1 Persona-Based User Stories Table .............................................................. 61

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User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

Sign-off & Revision History

Document: Storage – User Manual for Anna Darpan

Internal/Peer Review 
Stakeholder Review ☐

User Manual (Storage)

Status: In Progress, Completed, Signed off, Cancelled
Version 0.2

User Manual Signoff

Responsibility Name Signature Date

Record of Release
Version Date of Description of Changes
No. Change
0.1 1-11-2025 Initial Document

0.2 15-11- Added few Scenarios in User Manual

2025

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User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

1 Preface
The Storage Module in Anna Darpan is designed to streamline depot-level operations for food
grain management across all FCI locations. It brings together key activities such as storage
setup, stock receipts and issues, internal and inter-depot movements, gunny management,
and depot administration within a single, integrated platform.

This User Manual provides users with clear operational steps, role-based responsibilities, and
system navigation instructions for day-to-day storage activities. It aims to ensure
consistency, compliance, and efficiency across all depots by guiding users through every
process from setup to reporting. The manual serves as a comprehensive reference for both
new and experienced users involved in depot operations under the Anna Darpan system.

2 How to Use This Guide

This guide is organized to help users perform each function in the Storage Module effectively
and confidently. Each section corresponds to a specific process area—such as depot
administration, stack management, gunny operations, or weighbridge transactions—and
provides detailed instructions along with system paths and key checkpoints.

Users should begin by reviewing their roles and responsibilities before following the process
flows step-by-step. Screenshots and placeholders are provided to visually guide users through
important actions and screens. Each procedure includes pre-requisites, validation checks, and
expected outcomes to ensure accuracy and data integrity. The guide can be used as both a
training reference and a day-to-day operational companion for all depot-level and divisional
users of the Anna Darpan platform.

3 User Roles & Responsibilities

3.1 Role Summary Matrix
Role Primary Key Activities Approvals Reports Critical
Objectives (Storage Context) / Decisions Used Controls
Owned
Manager Safe, Manage Approves DSR/DSI/ Capacity/utili
(Depot/Sil compliant sheds/stacks/bins; set Second DDR; zation
o) depot states; approve Second Weighment; Stack/Bin checks;
operations Weighment; oversee endorses Cards; variance
movements; reconcile Stack Exception guardrail
ledgers Killing; lists (±30%);
validates segregation
internal of duties
moves
Shed In- Accurate stack Create/update stacks; Recommend Stack Correct state
Charge operations mark to Receipt/Issue; s Stack Cards; setting;
execute internal moves; Killing; Utilization movement
maintain dunnage views

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raises documentati
exceptions on
Gate In- Controlled Create tokens for — Token Token
Charge entry/exit receipt/issue/movement lists; integrity;
; gatepass issue/exit Turnaroun queue/aging
d metrics control
Weighbrid Weight Capture in/out weights; — (initiates Weighbrid Device
ge In- integrity print slips/chits; initiate request) ge logs; bounds;
Charge Second Weighment Truck duplicate/mi
request Chits smatch
prevention
Manager Quality & Record moisture/quality; Approves QC logs; Moisture
QC compliance quarantine/fumigation quality Moisture limits;
notes; release holds release from reports quarantine
quarantine timers
Gunny In- Bag lifecycle Receive/issue/replace/re — / as per Gunny Bag
Charge accuracy lease/consume; grade threshold ledger/bal count/grade
up/down; disposal policy ance controls;
reports variance
thresholds
Divisional Maker for Initiate — (maker) Admin Master
Office Staff admin/movem Hire/Rehire/Modify/Migr request completenes
ent/RO ate; internal/intra lists; s; proper
movements; RO (where RO/Move routing
applicable) ment lists
Regional Regional Initiate/forward regional — (maker) Region Region-level
Office Staff maker/overse admin changes; inter- admin validations
er division/region lists; MBR
movements
Divisional Division Approve divisional Approves RO Enforce
Manager governance requests (RO, Dehire); RO/Dehire reports; SLAs; audit
monitor division Division readiness
dashboar
ds
GM Regional Approve Regional Region Policy
(Region) governance Hire/Rehire/Modify/Migr approvals MIS; enforcement
ate/MBR; monitor Exception ; escalation
depots logs
GM (Zonal) Inter-region Final approve inter- Zonal Zonal Cross-region
control region MBR approvals movemen risk control
t
dashboar
ds
System Access & Maintain roles, schemes, Grants/adju Change/A RBAC
Admin master parties, depot masters sts access; udit logs integrity;
(RBAC/Ma hygiene locks/unlock maker-
sters) s checker
enforcement

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User Manual Manual

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Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

4 Accessing the System

i. Open browser → Go to AnnaDarpan login page (Example:
[Link] )

ii. Login with valid user credentials entering Username, Password and Captcha.
iii. Navigate using the left-hand menu.

Action System Behavior

Approve Approve the request

X Reject Request rejected and the status is set to "Rejected"

View Details Opens the read-only view

Request reverted back for review, and set the status to
Revert "Revert"

5 Stack Creation / Updation

This process allows users to create physical storage locations (Sheds) and define internal
storage compartments (Stacks) within those sheds.
Each shed and stack must be configured accurately to ensure proper capacity planning,
inventory tracking, and reporting.

5.1 Quick Reference

Step Action Role Navigation Validation / Control Expected
No. Path Output /
Record

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Development Object ID Development Object Title Storage – User Manual
Storage_v0.2

1 Add a new Manager Manage Stacks Storage type must exist Shed created
Shed (Depot) → Add Shed for the depot; shed successfully
name must be unique
2 Define Shed Manager — Mandatory fields: Type, Draft shed record
Details (Depot) Name, Total Stacks created
3 Enter Rail Line Manager — Accepts only numeric Rail line details
Details (if (Depot) input recorded
applicable)
4 Save and Manager — Validations checked Success
Confirm (Depot) before submission confirmation
message
displayed
5 Verify Shed Manager Sheds and Shed visible under the Shed displayed
(Depot) Stacks assigned depot correctly
6 Add Stack Manager Manage Shed must exist; Stack record
under Shed (Depot) Stacks → Add dimensions must be created
Stack predefined
7 Define Stack Manager — Mandatory fields: Stack Stack details
Attributes (Depot) Code, Compartment, validated
Dimensions, Capacity
8 Save Stack Manager — Validation on Stack created
(Depot) mandatory and numeric successfully
fields
9 Verify Stack Manager Sheds and Stack appears under Stack visible and
(Depot) Stacks the correct shed active

5.2 Step-by-Step Instructions

Create a New Shed
i. Role: Manager (Depot)
Navigation: Manage Stacks → Add Shed
a. Login to the system as Manager (Depot).
b. Navigate to Manage Stacks → Add Shed.

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ii. Enter the required details such as shed type, name, total stacks, and rail line
number (if applicable).

iii. Click Submit to save.

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a. The system validates all mandatory fields.

b. Checks that the shed name or number is unique within the depot.
c. Displays a confirmation message once the shed is successfully created.

iv. Verify the newly created shed under Sheds and Stacks

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Add a Stack under the Shed

i. Role: Manager (Depot)
ii. Navigation: Manage Stacks → Add Stack

a. Ensure the target shed exists in the system.

b. Navigate to Manage Stacks → Add Stack.

iii. Select the appropriate shed and stack type.

iv. Enter stack details such as code, compartment name, and select the dimension
type.

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v. Define capacity details — including storage capacity, maximum bag count, lead,
and bags per layer.
vi. Add remarks if required.

vii. Click Submit to save the stack.

a. The system validates all fields and checks for duplicate stack codes
b. Displays a success message confirming creation.

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viii. Verify that the stack is visible under Sheds and Stacks, and that it is properly
mapped to the selected shed.

Verification and Output

i. The new shed and stack appear in the Sheds and Stacks section.

ii. Both are linked correctly and available for marking as Receipt, Issue, or Blocked
in subsequent workflows.
iii. All configurations update automatically in the depot capacity and utilization
views

6 Receipt Process (Grain Inflow)

This process manages the complete inflow of food grains into the depot — from arrival at
the gate to stacking inside the shed. It ensures traceability, quality compliance, and weight
reconciliation across all steps.

The process begins when a truck arrives with stock (from a procurement center, movement,
or replacement) and continues through gate entry, token generation, in-weighment,
unloading/dumping, stacking, moisture recording, and completion of the receipt transaction.

6.1 Quick Reference

Step Action Role Navigation System Output
No. Path Behavior

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1 Generate Token for Gate In- Gate → Issue Unique Token Token Slip
incoming truck Charge Token ID assigned
2 Capture In-Weight Weighbridge Weighbridge → Tare Weight In-Slip
In-Charge In Weight recorded
3 Record Manager QC QC → Receipt QC record QC Log
Quality/Moisture QC created
4 Select Stack/Bin for Shed In- Sheds and System Stack Card
Receipt Charge Stacks updates stack
balance
5 Capture Out-Weight Weighbridge Weighbridge → Gross Weight Out-Slip
In-Charge Out Weight captured
6 Exit Gatepass Gate In- Gate → Exit Token closed DDR + DSR
Charge Gatepass auto-
update

6.2 Step-by-Step Instructions

i. Gate Incharge: Create a token for incoming truck and print the slip.
ii. Weighbridge Incharge: Capture tare weight using Weighbridge → In Weight.
a. System links the token and records time.
iii. Manager QC: records moisture and quality grade under QC → Receipt QC.
iv. Shed In-Charge: assigns the appropriate stack and verifies capacity.
v. Weighbridge Incharge: Capture gross weight through Out Weight; system
calculates net weight automatically.
vi. Gate In-Charge: issues Exit Gatepass after verification.

7 Issue Process (RO Execution)

Manages the outflow of grains from depot stacks against approved Release Orders (ROs).
The process covers RO selection, stack marking, gate token generation, out-weighment,
loading, and dispatch confirmation. Each transaction validates QC status, bag counts, and
vehicle details, and automatically updates stack cards, DSR, and DDR to ensure traceable
and compliant stock release.

This process is similar to the Sales module RO execution process flow. Please refer to the
document for more information on this process.

7.1 Quick Reference

Step Action Role Navigation System Output
No. Path Behavior

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1 Confirm Approved Depot Manager Sales → View RO RO status = RO ready

RO details Approved
2 Generate Token for Gate In-Charge Gate → Issue Token linked Token Slip
issue Token to RO
3 Capture In-Weight Weighbridge In- Weighbridge → Tare Weight Slip
(empty truck) Charge In Weight recorded
4 Perform Loading Shed In-Charge Loading Stack balance Stack
from Stack/Bin reduced Card
5 Record Moisture Manager QC QC → Update Quality QC Log
for Issue Moisture record stored
6 Capture Out- Weighbridge In- Weighbridge → Gross Weight Out Slip
Weight Charge Out Weight recorded
7 Generate Truck Weighbridge Mgr / Gate → Exit Truck DSI + RO
Chit & Exit Gate In-Charge Gatepass released update
Gatepass

7.2 Step-by-Step Instructions

i. Confirm the RO status = Approved under Sales → View RO.

ii. Gate In-Charge creates Issue Token linked to that RO.
iii. Capture truck’s tare weight at Weighbridge → In Weight.
iv. Shed In-Charge loads commodity from assigned stack.
v. Manager QC records moisture percentage under QC → Update Moisture.
vi. Weighbridge Officer captures gross weight and submits.
vii. System calculates Net Weight and updates RO execution data.
viii. Generate Truck Chit and Exit Gatepass for dispatch.

8 Intra Movement — Within Depot (Shed / Stack Level)

This process allows depot staff to transfer commodities between stacks within the
same depot or shed to optimize storage space and maintain correct stack-wise stock
records.
The operation ensures that the source stack has sufficient available quantity, the
destination stack exists and is active, and all movements are reflected in the Daily
Storage Report (DSR) and Daily Stack Inventory (DSI).

8.1 Quick Reference

Step Action Role Navigation Validation / Expected
No. Path Control Output /
Record

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1 Initiate Intra Shed In- Manage Commodity must Intra-movement

Movement Charge Stacks → exist in source screen opened
Intra stack; destination
Movement stack must be
active
2 Select Shed In- — Source ≠ Source and
Source and Charge Destination destination
Destination validation details displayed
3 Verify Shed In- — Checks Movement
Commodity Charge commodity, quantity validated
Details variety, and
available quantity
4 Submit Shed In- — Mandatory fields: Pop-up
Movement Charge Shed, Stack, confirmation
Request Commodity, “Intra Movement
Quantity Created
Successfully”
5 System System — Auto-adjust Source debit /
Update source and Destination credit
destination stack recorded
quantities
6 Verify in Manager Reports → Date range and Movement
Reports (Depot) Daily Reports stack filters reflected
→ DSR / DSI required accurately in DSR
and DSI

8.2 Step-by-Step Instructions

i. Initiate Movement
a. Log in as Shed In-Charge.
b. Navigate to Manage Stacks → Intra Movement.

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c. Select the Source Shed and Stack from which the commodity is to be
moved.
d. Select the Destination Shed and Stack where the commodity will be
relocated.

ii. Review and Validate

a. System displays the details of the source stack (commodity, variety,
available quantity).
b. Confirm the information.
c. Click Submit.
i. System validates that the source has enough stock.
ii. Ensures that the destination stack is active and not blocked.

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iii. Displays a confirmation message “Intra Movement Created Successfully.”

iv. System Processing

a. The system auto-updates both stack records
i. Source stack is debited for the moved quantity.
ii. Destination stack is credited accordingly.

Here is the screenshot of the source and destination stack as viewed by

Manager(Depot) → Sheds and Stacks:

b. All transactions are time-stamped and stored in the movement ledger.

v. Report Verification
a. Manager (Depot) logs in and opens Reports → Daily Reports → DSR
and DSI.

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b. Filters by date and shed/stack to verify that the movement is reflected.

c. DSR shows movement entry under “Receipts/Issues (Internal).”
d. DSI shows updated balance for both source and destination stacks.

9 Stack Transfer Reversal / Correction Flow

This process is used to reverse or correct an internal stack transfer that was posted in
error or with incorrect details.
Only authorized users can perform reversals, ensuring proper traceability and audit
compliance.

9.1 Quick Reference

Step Action Role Navigation Validation / Expected Output
No. Path Control / Record
1 Access Manager Stack Transfer Lists completed Transfer list
Reversal (Depot) Reversal transfers displayed
Screen
2 Select Manager — Record must exist Record loaded
Transfer (Depot) and be recent
Record
3 Enter Manager — Remarks Inputs validated
Correction (Depot) mandatory
Details
4 Submit Manager — Checks open Confirmation
Reversal (Depot) dependencies message shown
5 System System — Adjusts both stack Transfer reversed
Reverses cards
Entry

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6 Verify Logs Manager Transfer Logs Reversal noted in Record updated

(Depot) audit trail

9.2 Step-by-Step Instructions

i. Login as Manager (Depot) and go to Stack Transfer Reversal.
ii. Locate the Transfer Record you wish to reverse. The system lists completed
transfers only.
iii. Review Details (source stack, destination stack, quantity, and date).
iv. Enter Remarks explaining the reason for reversal or correction.
v. Click Submit. The system validates:
a. The transfer is within allowed reversal window.
b. No dependent movements or weighments exist.
vi. Upon successful validation, system confirms the reversal.
vii. Verification:
a. Open both stack cards and confirm quantity restoration.
b. View audit trail noting reversal details.

10 Second Weighment Process

This process ensures accurate truck weighment by allowing authorized second
weighments in case of device error or discrepancy.

10.1 Quick Reference

Step Action Role Navigation Validation / Output /
No. Path Control Record
1 Raise Weighbridge Second Only for active Request
Request In-Charge Weighment tokens record
2 Review Depot Dashboard → Compares Approve /
Request Manager Pending variance Reject
Approvals threshold
3 Approve / Depot — Locks original New weights
Reject Manager weights overwrite old
4 System Re- System — Auto updates Updated log
calculates stack cards /
DSR / DSI

10.2 Step-by-Step Instructions

i. Login as Weighbridge In-Charge → Second Weighment.
ii. Select Active Token needing reweighment.
iii. Enter Remarks and Submit Request.

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iv. Depot Manager reviews in Pending Approvals.

v. Approve or Reject request.
a. On approval, system locks old weights.
b. Prompts re-weighment entry.
vi. System Updates net quantity and stack/silo card.
vii. Verification: View updated records in Weighbridge Transaction Log.

11 Gunny (Empty Bag) Management

Covers lifecycle from gunny receipt, issue, replacement, release, upgrade/downgrade, to
disposal

11.1 Quick Reference

Step Action Role Navigation Validation / Expected
No. Path Control Output
1 Receive Gunny In- Gunny → Valid vendor / PO Stock added
Gunnies Charge Receive required
2 Issue to Shed Gunny In- Gunny → Issue Checks shed Issue note
Charge allocation generated
3 Replace / Shed In- Gunny → Damaged bag Replacement
Return Charge Replacement reason mandatory log
4 Upgrade / QC / Gunny → Approval workflow Grade change
Downgrade Admin Regrade recorded
5 Dispose / Depot Gunny → Approval required Disposal note
Scrap Manager Disposal archived

11.2 Step-by-Step Instructions

i. Login as Gunny In-Charge → Receive.
ii. Receive Gunnies: Log PO-based receipts.
iii. Issue to Shed: Allocate gunnies to specific stacks.
iv. Replacement: Swap damaged bags.
v. Upgrade / Downgrade: QC initiates and admin approves grade changes.
vi. Disposal: Write-off unserviceable bags with approval trail.

12 Stock Receipt Flow

Covers complete inbound operation from gate to stacking.

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12.1 Quick Reference

Step Action Role Navigation Validation / Output
No. Path Control
1 Token Gate In-Charge Gate → Create Valid Mandi / Token
Creation Token Party generated
2 In- Weighbridge In- Weighbridge → Weight within Weight
Weighment Charge In tolerance recorded
3 Quality Manager QC QC → Record Moisture / QC record
Check Quality Grade limits
4 Stacking Shed In-Charge Stack Entry Stack set to Stack card
Receipt updated
5 Out- Weighbridge In- Weighbridge → Quantity cross- Exit token
Weighment Charge Out checked
6 Verification Manager (Depot) Reports → DSR Daily receipts Updated MIS
logged

12.2 Step-by-Step Instructions

i. Login as Gate Incharge.

ii. Gate Token → Vehicle details entered.
iii. In-Weighment → System captures weight.
iv. QC → Moisture and grade validated.
v. Stacking → Stock stored and stack card updated.
vi. Out-Weighment → Final truck exit and record closure.
vii. Verification → DSR automatically updates.

Note: Refer to the Mandi flow (CMR Procurement) User manual section for more
information.

13 Stock Issue Flow (RO Execution)

Manages outbound dispatch of stock against Release Orders.

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13.1 Quick Reference

Step Action Role Navigation Validation / Output
No. Path Control
1 RO Creation / Divisional Office Sales → RO Approval Approved RO
Approval hierarchy
2 Token Issue Gate In-Charge Gate → Token Valid RO Token
generated
3 Loading / Shed In-Charge Stack Issue Stack set to Stack card
Bagging Issue updated
4 QC Moisture for Manager QC QC → Update Within limit QC log
Issue Moisture
5 Out- Weighbridge In- Weighbridge → Quantity Truck chit
Weighment Charge Out matches RO
6 Verification Manager Reports → DSI Updated issue MIS sync
(Depot) data

13.2 Step-by-Step Instructions

i. Login as Gunny In-Charge → Receive.

ii. RO Approval: Divisional authority approves RO
iii. Gate Token: Generated for dispatch vehicle.
iv. Loading: Stock bagged/loaded per plan.
v. QC: Moisture checked and logged.
vi. Out-Weighment: Captures exit weight.
vii. Verification: Confirms DSI updated.

Note: Refer to the Sales User manual section for more information.

14 Stack Killing / Closing

Used to close a stack post complete issue, marking it unavailable for further activity.

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14.1 Quick Reference

Step Action Role Navigation Path Validation / Output
No. Control
1 Select Stack Manager Manage Stacks → Must be marked Stack
(Depot) Stack Killing Issue selected
2 Review Manager — Variance within System
Utilization (Depot) ±30% check
3 Confirm Manager — Requires Stack
Killing (Depot) remarks closed
4 System Lock System — Stack card Status
locked updated
5 Verification Manager Sheds and Stacks Stack inactive Closure
(Depot) View record

14.2 Step-by-Step Instructions

i. Login as Depot (Manager).

ii. Open Storage -> Manage Stacks → Stack Killing.
iii. Review current utilization and stock variance.
iv. Enter remarks and confirm closure.
v. System validates variance (±30% threshold).
vi. Stack card is locked and marked inactive.
vii. Verify in Sheds and Stacks View that stack is closed.

15 Internal Movement
The Internal Movement process handles the relocation of commodities within the
same depot, typically between stacks or sheds.
This ensures that material handling, stack balance, and ledger updates are accurately
maintained after each internal movement—whether through a direct stacking operation
or truck-based movement.
It supports single-trip, multiple-truck, and multi-trip movements by the same vehicle.

15.1 Quick Reference

Step Activity / User Role Navigation Precondition System Output /
No. Transaction Path / Control Expected Result
1 Create Shed In- Internal Source Shed & “Internal
Internal Charge Movement Stack must Movement Name”
Movement → Add exist created
Internal successfully
Movement

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2 Generate Gate In- Internal Valid Internal Token with ID:

Token Charge Movement Movement “Token Number”
(Depot) → Create must exist generated
Token successfully
3 Capture Weighbridge Internal Valid Token; Tare weight
Inweight In-Charge Movement truck available recorded
(Depot) → Inweight successfully
4 Load Shed In- Internal Token “No. of bags”
Commodity Charge Movement selected; bag loaded successfully
→ Loading count entered
5 Capture Weighbridge Internal Token valid; Gross weight
Outweight In-Charge Movement loading recorded
(Depot) → complete successfully
Outweight
6 Perform Shed In- Internal Destination Stacking
Stacking Charge Movement stack must be completed
→ Stacking active successfully
7 Perform Shed In- Internal At least one Direct stacking
Direct Charge Movement truck trip completed
Stacking (if → Direct must exist successfully
applicable) Stacking
8 Handle Shed In- Repeat Each truck Each truck’s trip
Multiple Charge / Steps 2–6 linked to same created and
Truck Gate In- for each movement recorded
Operations Charge / truck name successfully
Weighbridge
In-Charge
9 Handle Shed In- Repeat Truck linked to Cumulative
Multiple Charge / Steps 3–6 same quantity recorded
Trips (Same Weighbridge per trip movement per trip
Truck) In-Charge name
10 Update Weighbridge Internal All trips “Updated
Weighment In-Charge Movement completed Weighment Details
Details (Depot) → Update Successfully”
Weighment message displayed
11 Generate Gate In- Internal Movement Gate exit
Exit Charge Movement trips completed
Gatepass (Depot) → Exit completed successfully
Gatepass
12 View Trip Manager Internal Valid Token or Movement
Details (Depot) Movement Movement summary view
→ View Name displayed
Trips
13 Verify Stack Manager Storage → Stack Updated
Activity (Depot) Sheds and selection source/destination
Stacks required stack activity
visible

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14 View DSR Manager Reports → Select Internal Movement

Report (Depot) Daily commodity, reflected in report
Reports → date range,
DSR shed
15 End-of-Day Manager Reports → Completed All internal
Validation (Depot) / Daily transactions movement entries
MIS Reports → reflected correctly
DSI (if
applicable)

15.2 Step-by-Step Instructions

15.2.1 Internal Movement Initialization
i. Create Internal Movement
a. Path: Internal Movement → Add Internal Movement
b. Enter Internal Movement Name, Remarks, Source Shed, and Source Stack.
c. Popup: "Internal Movement Name" internal movement created successfully.
ii. Generate Token
a. Role: Gate In-Charge
b. Path: Internal Movement → Create Token
c. Enter Truck Number and Internal Movement Name.
d. Popup: Token with ID: "Token Number" successfully generated.

15.2.2 Truck Operations

i. Capture Inweight
a. Role: Weighbridge In-Charge
b. Path: Internal Movement → Inweight
c. Select Token Number, enter Tare Weight.
d. Popup: Tare weight for truck "Truck Number" is "Tare Weight" Qtls.
ii. Load Bags
a. Role: Shed In-Charge
b. Path: Internal Movement → Loading
c. Select Token Number, enter No. of Bags, click Submit.
d. Popup: "No. of Bags" bags loaded into truck successfully.
iii. Record Outweight
a. Role: Weighbridge In-Charge
b. Path: Internal Movement → Outweight
c. Select Token Number, enter Gross Weight.
d. Popup: Gross weight for truck "Truck Number" is "Gross Weight" Qtls.

iv. Stacking at Destination

a. Role: Shed In-Charge

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b. Path: Internal Movement → Stacking

c. Select Token Number, choose Destination Stack, enter No. of Bags, Submit.
d. Popup: Stacking completed successfully.

15.2.3 Special Cases

i. Direct Stacking (Without Truck Movement)
a. Role: Shed In-Charge
b. Path: Internal Movement → Direct Stacking
c. Select Token Number, click Submit.
d. Popup: Direct Stacking for Internal Movement completed successfully.
ii. Multiple Trucks Handling
a. Repeat steps 2–6 for each new truck under the same Internal Movement Name.
b. Each truck’s weighment, stacking, and exit are recorded independently.
c. Finally, perform Update Weighment to synchronize all movements.
iii. Multiple Trips by Same Truck
a. The same truck can perform repeated trips.
b. Repeat steps 3–6 per trip; system updates cumulative moved quantity.
c. Ensure Update Weighment is performed after last trip.
15.2.4 Movement Closure & Reporting
i. Update Weighment
a. Role: Weighbridge In-Charge
b. Path: Internal Movement → Update Weighment
c. Select Movement Name, click Submit.
d. Popup: Updated Weighment Details Successfully.
ii. Exit Gatepass
a. Role: Gate In-Charge
b. Path: Internal Movement → Exit Gatepass
c. Select Token Number, click Submit.
d. Popup: Gatepass Exit Completed Successfully.
iii. View Trip Details
a. Role: Manager (Depot)
b. Path: Internal Movement → View Trips
c. Select Token Number.
d. View full movement summary (source, destination, weight, bag count).
iv. Verify Stack Activity
a. Role: Manager (Depot)
b. Path: Storage → Sheds and Stacks → Select Stack.
c. View updated stack ledger reflecting stock deduction from source and addition in
destination.
v. Verify DSR Report
a. Role: Manager (Depot)
b. Path: Reports → Daily Reports → DSR.
c. Apply relevant filters.
d. Result: Transaction entries for Internal Movement reflected accurately.

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16 Silo Internal Depot Movement

The Silo Internal Depot Movement functionality allows the Manager (Silo) to transfer
stock internally within a single silo — for example, from one bin to another.
This ensures correct redistribution of commodity quantities while keeping silo stock ledgers
and inventory reports consistent.

16.1 Quick Reference

Step Activity / User Navigation Preconditions / System Output
No. Transaction Role Path Controls / Expected
Result
1 Initiate Silo Manager Internal Source silo and “Silo Internal
Internal (Silo) Movement → bins must be Movement done
Movement Silo Internal created and successfully”
Movement active in the popup
system
2 Select Manager Internal Choose valid Movement name
Source Silo (Silo) Movement → Source Silo; captured
& Define Silo Internal enter Movement successfully
Movement Movement Name
3 Select Manager Internal Select Bin within Bin selected
Destination (Silo) Movement → same silo plan successfully
Bin Silo Internal
Movement
4 Enter Manager Internal Quantity must Quantity validated
Assigned (Silo) Movement → not exceed and accepted
Quantity Silo Internal available stock in
Movement source bin
5 Add Manager Internal Remarks field Popup: “Silo
Remarks and (Silo) Movement → optional; review Internal
Submit Silo Internal entered details Movement done
Movement successfully.”
6 System System — Triggered after Bin-level stock
Ledger Process submission ledger updates —
Update source decreases,
destination
increases
7 Reporting Manager Reports → Internal Silo Movement entry
Validation (Silo) / Daily Reports Movement visible in daily
(Optional) Manager → DSR reflected under report
(Depot) movement
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16.2 Step-by-Step Workflow

i. Login & Navigation

a. Role: Manager (Silo)

b. Action: Log in with valid silo credentials.
c. Path: Go to Internal Movement → Silo Internal Movement.

ii. Create Movement

a. Select the Source Silo from the dropdown.

b. Enter the Movement Name (e.g., “Silo_Internal_001”).
c. Choose the relevant Bin within the silo plan (e.g., Bin-3A).
d. Enter the Assigned Quantity to move internally.
e. Optionally, add Remarks for audit purposes.
f. Click Submit.
g. Expected Result: “Silo Internal Movement done successfully.

iii. System Actions Post Submission

a. The system records the internal transfer within the same silo.
b. Stock ledger updates automatically:
i. Source bin quantity decreases.
ii. Destination bin quantity increases.

c. The transaction is logged in:

i. Silo Movement Register

ii. DSR / MIS Movement Reports

iv. Verification
a. Path: Reports → Daily Reports → DSR or Internal Movement Register
b. Expected: The Silo Internal Movement transaction appears with:
i. Movement Name
ii. Source Bin
iii. Destination Bin
iv. Quantity Transferred
v. Timestamp
vi. Created by (Manager – Silo)

17 Silo Inter-Region Movement by Road (MBR Flow)

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17.1 Quick Reference Table

Step Activity / User Role Navigation Preconditions Expected
No. Transaction Path / Controls System
Output /
Result
1 Create MBR Regional Movement Source and “A new MBR
(Inter Office Staff by Road → Destination with the name
Region) Create MBR Depots must ‘Movement
exist; Transport Name’ has
Contractor been
mapped successfully
created.”
2 Approve MBR GM (Region) Movement MBR created “The MBR with
(Regional) by Road → and pending the name
Movement approval ‘Movement
List Name’ has
been
successfully
approved.”
3 Approve MBR GM (Zonal) Movement Regional GM “The MBR with
(Zonal) by Road → approval the name
Movement complete ‘Movement
List Name’ has
been
successfully
approved.”
4 Generate Gate In- Movement MBR approved; “Token with
Token Charge by Road → Transport ID: ‘Token
(Outward) (Source Create Contractor Number’ is
Depot) Token active successfully
generated.”
5 Capture In- Weighbridge Movement Valid token “Tare weight
Weight In-Charge by Road → selected for truck :
(Outward) (Source In Weight ‘Truck Number’
Depot) is ‘Weight’
Qtls.”
6 Perform Manager Movement Token valid; “Bagging Done
Bagging (Depot – by Road → commodity Successfully.”
Source) Bagging identified
7 Perform Shed In- Movement Token valid; “Truck (‘Truck
Loading Charge by Road → sufficient stock Number’)
(Source Loading available loaded
Depot) successfully.”
8 Record Manager QC Movement Token valid; Silo “Moisture
Moisture (Depot – by Road → checked against the
(Issue) Source) Update Token

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Moisture for {token_no}

Issue successfully
recorded.”
9 Capture Out- Weighbridge Movement Truck loaded “Gross Weight
Weight In-Charge by Road → for Truck :
(Dispatch) (Source Out Weight ‘Truck Number’
Depot) is ‘Weight’
Qtls.”
10 Generate Weighbridge Movement Outweight “Truck chit has
Truck Chit In-Charge by Road → completed been
(Source Generate generated for
Depot) Truck Chit Truck {Truck
Number}.”
11 Exit Gate Gate In- Movement Truck chit “Truck exited
(Dispatch) Charge by Road → verified successfully.
(Source Gatepass Token number
Depot) Exit in destination
depot is ‘Token
Number’.”
12 View DDR Manager Reports → Movement DDR reflects
Report (Depot – Daily completed dispatched
(Source) Source) Reports → quantity.
DDR
13 Verify Bin Manager Storage → Valid Bin Updated Bin
Activity (Depot – View Bins selected Activity visible.
(Source) Source)
14 Inward Token Gate In- Movement Outward Truck chit info
(Destination Charge by Road → Gatepass displayed.
Depot) (Destination Inward completed
Depot) Token
15 Allow Truck Gate In- Movement Truck chit “Truck (‘Truck
Entry Charge by Road → verified Number’)
(Destination Inward allowed
Depot) Token successfully.”
16 Capture In- Weighbridge Movement Token valid “Gross weight
Weight In-Charge by Road → for truck :
(Inward) (Destination In Weight ‘Truck Number’
Depot) is ‘Gross
weight’ Qtls.”
17 Record Manager QC Movement Token valid “Quality is
Quality (Destination by Road → Accepted.”
(Inward) Depot) Record
Quality
18 Perform Manager Movement Token valid; Bin “Binning Done
Binning (Depot – by Road → active Successfully.”
(Destination) Destination) Binning

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19 Capture Out- Weighbridge Movement Truck unloaded “Tare weight

Weight In-Charge by Road → for truck :
(Inward (Destination Out Weight ‘Truck Number’
Truck Return) Depot) is ‘Tare weight’
Qtls.”
20 Exit Gate Gate In- Movement Outweight “Gate Exit
(Inward Charge by Road → completed Completed
Truck) (Destination Exit Gate Successfully.”
Depot)
21 Update Manager Movement Truck exit “Update
Register (Depot – by Road → complete Register
(Destination) Destination) Token List → Completed
Update Successfully.”
Register
22 View DSR Manager Reports → All inward DSR reflects
Report (Depot – Daily operations done received
(Destination) Destination) Reports → quantity.
DSR
23 Verify Bin Manager Storage → Bin selected Destination Bin
Activity (Depot – View Bins Activity
(Destination) Destination) updated.

17.2 Step-By-Step Workflow

17.2.1 Creation & Approval

i. Regional Office Staff initiates Inter-Region MBR creation, specifying source and
destination silos, commodity, and quantity.
ii. GM (Region) reviews and recommends the MBR.
iii. GM (Zonal) performs the final approval.
→ System Result: MBR becomes active for execution.

17.2.2 Outward Movement (Source Depot)

i. Gate In-Charge creates a token for the approved MBR and transport contractor.
ii. Weighbridge In-Charge records Tare Weight (In-Weight).
iii. Manager (Depot) executes Bagging; Shed In-Charge performs Loading.
iv. Manager QC records Moisture Data silo-wise.
v. Weighbridge In-Charge records Gross Weight (Out-Weight) and generates Truck
Chit.
vi. Gate In-Charge completes Exit Gatepass, linking token to destination depot.
→ System Result: DDR and Bin ledger of source depot updated.

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17.2.3 Inward Movement (Destination Depot)

i. Gate In-Charge receives Inward Token and validates Truck Chit; allows truck entry.
ii. Weighbridge In-Charge captures In-Weight (Gross).
iii. Manager QC records quality and moisture.
iv. Manager (Depot) executes Binning into selected silo bin.
v. Weighbridge In-Charge records Tare Weight (Out Weight) after unloading.
vi. Gate In-Charge completes Exit Gate operation.
vii. Manager (Depot) updates register and generates DSR.
→ System Result: Destination Bin ledger and DSR updated.

18 Mandi Token Cancellation (Before In-Weight)

To enable authorized users to cancel a token generated for a Mandi before In-Weight
recording.
This ensures incorrect or duplicate token entries can be invalidated before physical
operations begin, maintaining data integrity across Procurement and Storage modules.

18.1 Quick Reference Table

Step Activity / User Role Navigation Preconditions Expected
No. Transaction Path / Controls System
Output /
Result
1 Create Divisional Mandi / Mandatory “A new Mandi
Mandi Office Staff Agency fields: Name, with the name
Receipt → Add Address, PIN, ‘Mandi Name’
Mandi/PC Working Hours has been
successfully
created.”
2 Associate Divisional Mandi Receipt Mandi must “Mandi Name
Mandi with Office Staff → Mandi- exist has been
Depot Depot successfully
Association added to the
associated
depots.”
3 Create Regional Contract District and “Transport
Transport Office Staff Management route plan Contract
Contract → Create required created
Transport successfully.”
Contract
4 Approve GM (Region) Contract Contract “Transport
Transport Management pending contract
Contract → Transport approval approved
Contract successfully.”
Pending List

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5 Generate Gate In- Mandi Receipt Associated “Token

Mandi Charge → Create Mandi & Agency generated
Token (Depot) Token available successfully
with Token
Number: ‘Token
number’.”
6 Raise Gate In- Mandi / Token must be “Request has
Cancel Charge Agency created and not been raised to
Token (Depot) Receipt → yet used for In- delete the
Request Token List Weight token.”
7 Approve Manager Pending Pending request “Approval
Cancel (Depot) Approval List available request
Token → Request submitted
Request Type: Cancel successfully
Token for: Cancel
Request Token Request
– ‘Request ID’.”
8 Verify Weighbridge Mandi / Token cancelled “No Tokens
Token In-Charge Agency Available”
Removal (Depot) Receipt → In message
Weight displayed.

18.2 Step-By-Step Workflow

18.2.1 Mandi Creation

i. Role: Login as Divisional Office Staff

ii. Action:
a. Navigate to Mandi / Agency Receipt → Add Mandi/PC
b. Fill all required details (Name, Address, City, PIN, Working Hours, etc.)
c. Click Submit
iii. Expected Result, below message should be displayed:

“A new Mandi with the name ‘Mandi Name’ has been successfully created.”

18.2.2 Mandi–Depot Association

i. Role: Login as Divisional Office Staff

ii. Action:
a. Go to Mandi Receipt → Mandi–Depot Association

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b. Select the Mandi created in the previous step

c. Select one or more Depots and click Submit
iii. Expected Result:

“Mandi Name has been successfully added to the associated depots.”

18.2.3 Create Transport Contract

i. Role: Login as Regional Office Staff

ii. Action:
a. Go to Contract Management → Create Transport Contract
b. Select District, Transporter, Start & End Dates, and add Route Plan
c. Choose Source Type as Mandi and complete required fields
d. Click Submit
iii. Expected Result, below message should be displayed:

“Transport Contract created successfully.”

18.2.4 Approve Transport Contract

i. Role: Login as GM (Region)

ii. Action:
a. Go to Contract Management → Transport Contract Pending List
b. Click Approve icon for the desired contract
c. Enter remarks and confirm
iii. Expected Result:

“Transport Contract approved successfully.”

18.2.5 Generate Token for Mandi

i. Role: Login as Gate In-Charge (Depot)

ii. Action:
a. Go to Mandi Receipt → Create Token
b. Choose “No” for Is Reference Number Issued
c. Select Mandi Name, Agency, Quantity, Bags, etc.
d. Click Submit
iii. Expected Result, below message should be displayed:

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“Token generated successfully with Token Number: ‘Token number’.”

18.2.6 Raise Token Cancellation Request

i. Role: Login as Gate In-Charge (Depot)

ii. Action:
a. Go to Mandi / Agency Receipt → Token List
b. Filter by date to locate the token
c. Click the Reject (Cancel) icon under Action column
d. Enter remarks (optional) and confirm Yes
iii. Expected Result:

“Request has been raised to delete the token.”

18.2.7 Approve Cancellation Request

i. Role: Login as Manager (Depot)

ii. Action:
a. Go to Pending Approval List → Cancel Token Request
b. Locate the raised request
c. Click Approve, add comments (optional), and confirm
iii. Expected Result, below message should be displayed

“Approval request submitted successfully for: Cancel Token Request – ‘Request Id’.”

18.2.8 Verify Token Removal

i. Role: Login as Weighbridge In-Charge (Depot)

ii. Action:
a. Go to Mandi / Agency Receipt → In Weight
b. Search for the token cancelled previously
iii. Expected Result, below message should be displayed

“No Tokens Available” message — confirming cancellation was successful and the
token cannot proceed to In-Weight.

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19 Depot Administration: Dehire and Modify Depot Process

This process covers:

i. Dehire Depot: Removing a hired depot from operational use by the Divisional
Manager.
ii. Modify Depot Request: Allowing Divisional Office Staff to request depot detail
changes, which are approved by the GM (Region).

These ensure accurate and up-to-date depot management, visibility control, and operational
integrity across modules.

19.1 Quick Reference Table

Step Activity / User Role Navigation Preconditions Expected
No. Transaction Path / Controls System Output
/ Result
1 Initiate Divisional Depot Depot must “Dehire Depot
Dehire Depot Manager Administration exist and request for
→ Dehire currently be in ‘Depot Name’
Depot “Hired” status with depot code:
‘Depot Code’ has
been created
successfully.”
2 System System — Triggered post Pop-up: “Do you
Confirmation Process submission want to dehire
the depot ‘Depot
Name’?” →
Confirmation
(OK)
3 System System — Request Depot marked as
Update confirmed Dehired and
removed from all
Divisional-level
operational
dropdowns
4 Validation Divisional Any Dehire request Dehired Depot
Office transaction successfully not visible in any
Users / module processed operational
Divisional referencing menus
Manager Depots (Procurement,
Storage,
Movement, etc.)

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19.2 Step-By-Step Workflow

19.2.1 Dehire Depot Creation

i. Role: Login as Divisional Manager

ii. Action:
a. Navigate to Depot Administration → Dehire Depot
b. Select the Depot Code from the dropdown
c. Enter Dehire Date and Remarks
d. Click Submit
e. Confirmation pop-up appears: “Do you want to dehire the depot ‘Depot
Name’?”
f. Click OK to proceed
iii. Expected Result, below message should be displayed “Dehire Depot request for
‘Depot Name’ with depot code: ‘Depot Code’ has been created successfully.”

19.2.2 System Processing

i. The system flags the depot as Dehired in the database.

ii. All existing transactions for the depot are locked from future operations.
iii. Dehired depot is removed from:
a. Procurement workflows (Mandi association, receipts)
b. Storage operations (stacking, binning)
c. Movement activities (MBR, MBRail, Internal Movement)

19.2.3 Verification

i. Role: Login as Divisional Manager or Divisional Office Staff

ii. Action:
a. Attempt to view or select the depot in operational dropdown lists.
iii. Expected Result, below message should be displayed
a. Dehired Depot not displayed in any depot selection or workflow page.

v. Functional Outcome:

• Depot successfully dehired.

• Hidden from all Divisional and Depot-level transactions.
• Maintains data accuracy and prevents accidental usage.

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20 Depot Administration: Rehiring

To define the standardized process for rehiring inactive depots, ensuring that previously
dehired depots can be reinstated for operations after proper authorization.
This includes creation, approval, update, rejection, and deletion of Rehire Depot Requests
initiated by Divisional and Regional Office users.

20.1 Quick Reference Table

Step Activity / User Role Navigation Preconditions Expected
No. Transaction Path / Controls System Output
/ Result
1 Create Divisional Depot Depot must be “Rehire Depot
Rehire Depot Office Administration in Inactive request for
Request Staff / → Rehire Depot status ‘Depot Name’
Regional with depot code:
Office ‘Depot Code’ has
Staff been created
successfully.”
2 Auto- System — Successful Rehire Depot
Navigation creation appears in
to Rehire Rehire Request
Request List List
3 Approve GM Depot Pending “Rehire request
Rehire Depot (Region) Administration request must for the depot
Request → Depot exist ‘Depot Name’
Request List with depotCode:
‘Depot Code’ has
been approved
successfully.”
4 Reject GM Depot Pending “Rehire request
Rehire Depot (Region) Administration request must for the depot
Request → Depot exist ‘Depot Name’
Request List with depotCode:
‘Depot Code’ has
been rejected
successfully.”
5 Update Divisional Depot Rehire request “Rehire Depot
Rehire Depot Office Administration in Pending request for
Request Staff / → Rehire status ‘Depot Name’
Regional Request List with depot code:
Office ‘Depot Code’ has
Staff been updated
successfully.”
6 Delete Divisional Depot Rehire request “Rehire Depot
Rehire Depot Office Administration in Pending request
Request Staff / status

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Regional → Rehire cancelled

Office Request List successfully.”
Staff
7 Verify GM Depot Status filters Displays
Approved / (Region) / Administration applied requests by
Rejected / Initiator → Depot respective status
Cancelled Request List
Requests
8 Operational Divisional Any operational Depot rehire Rehired Depot
Validation Office module approved visible and
Users / (Procurement, available for
Divisional Storage, operations
Manager Movement)

20.2 Step-By-Step Workflow

20.2.1 Create Rehire Depot Request

i. Roles: Login as Divisional Office Staff or Regional Office Staff

ii. Action:
a. Go to Depot Administration → Rehire Depot
b. Select Depot Code (must be inactive)
c. Fill in mandatory fields such as District, Description (optional), Remarks,
etc.
d. Click Submit
iii. Expected Result, below message should be displayed

“Rehire Depot request for ‘Depot Name’ with depot code: ‘Depot Code’ has been
created successfully.”

iv. System Behavior:

Automatically navigates to Rehire Request List showing the created request.

20.2.2 View Rehire Request List

i. Role: Login as Divisional Office Staff / Regional Office Staff

ii. Action:
a. System redirects to Depot Administration → Rehire Request List
b. Verify that the newly created request appears in the list.
iii. Expected Result, below message should be displayed

a. Depot appears with status Pending under Rehire Request List.

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20.2.3 Approve Rehire Request

i. Role: Login as GM (Region)

ii. Action:
a. Navigate to Depot Administration → Depot Request List
b. Select Request Type = Rehire Request, Status = Pending
c. Click the Approve icon under Action column
d. Optionally add remarks, then click Approve
iii. Expected Result, below message should be displayed

“Rehire request for the depot ‘Depot Name’ with depotCode: ‘Depot Code’ has been
approved successfully.”

iv. System Behavior:

a. Depot status changes to Active
b. Depot becomes visible to Divisional Manager and Divisional Office Staff for all
operations.

20.2.4 Reject Rehire Request

i. Role: Login as GM (Region)

ii. Action:
a. Navigate to Depot Administration → Depot Request List
b. Filter for Request Type = Rehire Request, Status = Pending
c. Click Reject under Action column
d. Add remarks and confirm
iii. Expected Result, below message should be displayed

“Rehire request for the depot ‘Depot Name’ with depotCode: ‘Depot Code’ has been
rejected successfully.”

iv. System Behavior:

a. Request status changes to Rejected
b. Depot remains in Inactive state.

20.2.5 Update Rehire Request

i. Role: Login as Divisional Office Staff / Regional Office Staff

ii. Action:
a. Go to Depot Administration → Rehire Request List
b. Click Edit icon under Action column
c. Modify required fields and click Update
iii. Expected Result, below message should be displayed

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“Rehire Depot request for ‘Depot Name’ with depot code: ‘Depot Code’ has been
updated successfully.”

iv. System Behavior:

a. Changes saved; request remains Pending until approved or rejected.

20.2.6 Delete (Cancel) Rehire Request

i. Role: Login as Divisional Office Staff / Regional Office Staff

ii. Action:
a. Navigate to Rehire Request List
b. Click the Delete (Cancel) icon under Action
c. Pop-up appears:

“Are you sure you want to cancel the Rehire Depot request: ‘Depot Name’?”

d. Click OK
iii. Expected Result, below message should be displayed

“Rehire Depot request cancelled successfully.”

iv. System Behavior:

a. Request status updated to Cancelled
b. Appears under Cancelled Requests list.

20.2.7 Verify Approved / Rejected / Cancelled Requests

i. Role: Login as GM (Region)

ii. Action:
a. Go to Depot Administration → Depot Request List
b. Set Request Type = Rehire, select Status (Approved, Rejected, or
Cancelled)
c. Apply date filters and click Refresh
iii. Expected Result:

a. Displays all rehire requests under the selected status category.

20.2.8 Operational Verification

i. Roles: Login as Divisional Manager, Divisional Office Staff

ii. Action:
a. After GM (Region) approval, navigate to operational modules (e.g.,
Procurement → Mandi Association, Storage → Movement).
iii. Expected Result:

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a. Rehired Depot appears in depot dropdowns and can be used for new
transactions.

21 Depot Administration: Depot Migration

To define the standardized process for migrating an active depot from one district to
another, including:

i. Creation of Migrate Depot Request by Divisional / Regional Office Staff

ii. Approval / Rejection by GM (Region)
iii. Deletion (cancellation) of pending migration requests
iv. Verification of notifications for GM (Region) and Divisional Manager

When approved, the depot code is updated in the target district and is available there for
operations.

21.1 Quick Reference Table

Step Activity / User Role Navigation Preconditions Expected
No. Transaction Path / Controls System Output
/ Result
1 Create Divisional Depot Depot must be “Migrate depot
Migrate Office Staff Administration Active; user request for with
Depot / Regional → Migrate must know the depot code:
Request Office Staff Depot Depot Code ‘Depot Code’
has been
created
successfully.”
2 View Pending Divisional / Depot Request created Request
Migration Regional Administration and in Pending appears under
Requests Office Staff → Migrate status Pending list
/ GM Request List
(Region)
3 Approve GM Depot Status = “Migrate Depot
Migration (Region) Administration Pending Request for the
Request → Migrate depot : ‘Depot
Request List Name’ has been
approved
successfully.”
4 Reject GM Depot Status = “Migrate depot
Migration (Region) Administration Pending request for the
Request → Migrate depot ‘Depot
Request List Name’ has been
rejected
successfully.”

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5 Delete Divisional / Depot Status = “Migrate depot

(Cancel) Regional Administration Pending request for the
Migration Office Staff → Migrate depot: ‘Depot
Request Request List Name’ has been
cancelled
successfully.”
6 View GM Depot Status = Approved
Approved (Region) Management → Approved Migration list
Migration Migrate displayed
Requests Request List
7 View GM Depot Status = Rejected
Rejected (Region) Management → Rejected Migration list
Migration Migrate displayed
Requests Request List
8 View Divisional / Depot Status = Cancelled
Cancelled Regional Administration Cancelled Migration list
Migration Office / → Migrate displayed
Requests Regional Request List
Office Staff
9 Data Effect System / — Migration Depot code
(Business All roles approved by GM updated as per
Outcome) (Region) new district;
depot treated as
migrated

21.2 Step-By-Step Workflow

21.2.1 Create Migration Request (Divisional Office Staff)

i. Role: Login as Divisional Office Staff

ii. Path: Depot Administration → Migrate Depot
iii. Action:
a. Select the Active Depot to be migrated.
b. Select the new District.
c. Enter Remarks.
d. Click Submit.
iv. Expected Message:

“Migrate depot request for with depot code: ‘Depot Code’ has been created
successfully.”

21.2.2 Approve Migration Request (GM – Region)

i. Role: Login as GM (Region)

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ii. Path: Depot Administration → Migrate Request List

iii. Action:
a. Select From Date and To Date.
b. Set Status = Pending.
c. Click the Approve icon.
d. In the popup:
“Are you sure you want to approve the Migrate depot request for ‘Depot
Name’?”
e. Click Approve.
iv. Expected Message:

“Migrate Depot Request for the depot : ‘Depot name’ has been approved
successfully”

21.2.3 Verify Approved Migration List (GM – Region)

i. Role: Login as GM (Region)

ii. Path: Depot Management → Migrate Request List
iii. Action:
a. Select From Date and To Date.
b. Set Status = Approved.
c. Click Refresh.
iv. Expected Result:

Approved migrate depot requests are displayed in the list.

21.2.4 Create Migration Request (Regional Office Staff)

i. Role: Login as Regional Office Staff

ii. Path: Depot Administration → Migrate Depot
iii. Same action and expected message as Divisional Office Staff:

“Migrate depot request for with depot code: ‘Depot Code’ has been created
successfully.”

21.2.5 Approve & Verify

i. Role / Path / Behaviour: Same as GM (Region) steps above (Test Case 61).
ii. Outcome:
a. Request appears in Approved list.
b. Depot code is updated according to the new district.

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21.2.6 Create Migration Request

i. Same as Divisional Office Staff – Creation above.

21.2.7 Reject Migration Request (GM – Region)

i. Role: Login as GM (Region)

ii. Path: Depot Administration → Migrate Request List
iii. Action:
a. Filter by dates and Status = Pending.
b. Click the Reject icon.
c. Popup: “Are you sure you want to reject the Migrate depot request for ‘Depot
Name’?”
d. Enter remarks and click Reject.
iv. Expected Message:

“Migrate depot request for the depot ‘Depot Name’ has been rejected successfully”

21.2.8 View Rejected Requests

i. Role: Login as GM (Region)

ii. Path: Depot Management → Migrate Request List
iii. Action:
a. Set Status = Rejected.
b. Click Refresh.
iv. Expected Result:

Rejected migrate depot list is displayed.

21.2.9 Creation & Rejection (Regional Office Staff → GM Region)

i. Same as previous step, but creation is done by Regional Office Staff instead of
Divisional Office Staff.
ii. Rejection steps (GM) and list verification are identical.

21.2.10 Creation & Deletion (Cancel) by Divisional Office Staff

[Link] Create Migration Request

i. Role: Login as Divisional Office Staff

ii. Path: Depot Administration → Migrate Depot
iii. Action: Select Active Depot, new district, remarks, Submit.
iv. Expected:

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“Migrate depot request for with depot code: ‘Depot Code’ has been created
successfully.”

[Link] Delete Pending Migration Request

i. Role: Login as Divisional Office Staff

ii. Path: Depot Administration → Migrate Request List
iii. Action:
a. Select From Date, To Date, set Status = Pending.
b. Click the Delete icon.
c. Popup message:

“Are you sure you want to cancel the Migrate depot request for ‘Depot
name’?”

d. Click Delete.
iv. Expected Message:

“Migrate depot request for the depot: ‘Depot Name’ has been cancelled successfully”

[Link] View Cancelled Migration List

i. Role: Login as Divisional Office Staff

ii. Path: Depot Administration → Migrate Request List
iii. Action:
a. Set Status = Cancelled.
b. Click Refresh.
iv. Expected Result:

Deleted (Cancelled) Migrate Depot requests are listed.

22 Depot Listing and Viewing

To verify that users at Regional and Divisional levels can accurately list and view depot
details based on their Activity Status (Active or Inactive) and District under the
Storage module.
This ensures transparent visibility and correct information retrieval of depot records across
administrative hierarchies.

22.1 Quick Reference Table

Step Process User Role Navigation Path Expected Output
No. Stage

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1 List Depots by GM Depot Displays all depots filtered

Status (Region) Administration → by selected status
(Region) Depot List (Active/Inactive) and district.
2 View Depot GM Depot Displays full depot
Details (Region) Administration → information for selected
(Region) Depot List → View depot.
3 List Depots by Divisional Depot Displays all depots filtered
Status Manager Administration → by selected status
(Division) Depot List (Active/Inactive) and district.
4 View Depot Divisional Depot Displays full depot
Details Manager Administration → information for selected
(Division) Depot List → View depot.

22.2 Step-by-Step Activity Details

22.2.1 List Active and Inactive Depots (Regional Level)

i. Role: GM (Region)
ii. Navigation: Depot Administration → Depot List
iii. Action Steps:
a. Log in as GM (Region).
b. Navigate to Depot Administration → Depot List.
c. Select Activity Status — choose either Active or Inactive.
d. Select the District from the dropdown list.
e. Click on Search / View List.
iv. Expected Result:

a. The system should display a list of depots filtered by the selected Activity
Status and District.
b. Both Active and Inactive depots are shown accurately with their names, depot
codes, and other summary details.

22.2.2 View Depot Details (Regional Level)

i. Role: GM (Region)
ii. Navigation: Depot Administration → Depot List → View
iii. Action Steps:
a. From the displayed depot list, identify the depot to be viewed.
b. Click on the View icon beside the depot record.
iv. Expected Result:

The system should display a detailed view of the selected depot including:

a. Depot Code and Name

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b. District and Location Details

a. Depot Category and Capacity
b. Manager Name and Contact Information
c. Associated Sheds and Stacks
d. Status: Active / Inactive
e. Audit or last modified details

22.2.3 List Active and Inactive Depots (Divisional Level)

i. Role: Divisional Manager

ii. Navigation: Depot Administration → Depot List
iii. Action Steps:
a. Log in as Divisional Manager.
b. Navigate to Depot Administration → Depot List.
c. Select Activity Status — choose Active or Inactive.
d. Select the District.
e. Click on Search / View List.
iv. Expected Result:

Displays a list of depots under the selected District filtered by Active or Inactive
status.
Each record should include depot name, depot code, capacity, and current status.

22.2.4 View Depot Details (Divisional Level)

i. Role: Divisional Manager

ii. Navigation: Depot Administration → Depot List → View
iii. Action Steps:
a. From the list of depots, select the required depot.
b. Click on the View icon beside the record.
iv. Expected Result:

Detailed information of the selected depot should be displayed — including all

relevant master data, shed mapping, stack details, contact details, and operational
status

23 Storage Module: Stack Plan Management

To verify and document the process for adding a Stack Plan by the Shed In-Charge within the depot.
This ensures every stack under a shed has a defined configuration plan before stacking operations begin.

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23.1 Quick Reference Table

Step Activity / User Role Navigation Preconditions / Expected
No. Transaction Path Controls System Output
/ Result
1 Add Stack Shed In- Manage Shed and Stack “Stack Plan
Plan Charge Stacks → Add must be created updated
(Depot) Stack Plan and active successfully.”
2 System System — Triggered post Stack Plan details
Update submission saved and linked
to selected Shed
and Stack records
3 Verification Shed In- Manage Completed Stack Stack Plan visible
Charge / Stacks → Plan entry must under stack
Manager View Stack be visible information panel
(Depot) Details

23.2 Step-By-Step Workflow

23.2.1 Access Stack Plan Module

i. Role: Shed In-Charge (Depot)

ii. Path: Manage Stacks → Add Stack Plan
iii. Action:
a. Login using Shed In-Charge credentials.
b. Navigate to the Manage Stacks section.
c. Click Add Stack Plan.

23.2.2 Select Required Details

i. Action:
a. Choose the Shed (e.g., Shed 1).
b. Choose the Stack (e.g., 1A01).
c. From the Stack Plan dropdown, select a predefined layout (e.g., 12 + 8 or
13 + 9).
d. If selecting “Others”, enter justification in Specify Others field.
e. Click Submit.
ii. Expected Result:

Success message in pop-up: “Stack Plan updated successfully.”

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23.2.3 System Processing

i. The system:
a. Records the chosen Stack Plan against the selected Shed and Stack.
b. Updates the Stack Master Table with the configuration type and “Last Updated
By” metadata.
c. Prevents duplication if a Stack Plan already exists for the same Stack ID.

23.2.4 Verification

i. Role: Shed In-Charge / Manager (Depot)

ii. Action:
a. Navigate to Manage Stacks → View Stack Details.
b. Confirm that the newly added Stack Plan appears under the relevant Stack
record.
iii. Expected Result:

Stack Plan information visible in stack details screen with the correct plan type (e.g.,
12 + 8).

24 Silo / Bin Management

To validate and document the process for creating a new Bin (Silo) under the Storage
Management module by the Depot Manager.
This ensures that all parameters such as capacity, height, and diameter are accurately
defined for storage operations and that silo records are correctly reflected in the system.

24.1 Quick Reference Table

Step Activity / User Navigation Preconditions / Expected
No. Transaction Role Path Controls System
Output /
Result
1 Add Bin Manager Manage Bin User must have “Bin created
(Depot) → Add Bin Manager (Depot) successfully
role; input fields with name:
must be valid bin1”
2 Verify Created Manager Manage Bin Bin must have been Newly created
Bin (Depot) → View Bin created in Step 1 bin appears in
Bin List /
Details View

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24.2 Step-By-Step Workflow

24.2.1 Access the Add Bin Function

i. Role: Manager (Depot)

ii. Path: Manage Bin → Add Bin
iii. Action:
a. Login using Manager (Depot) credentials.
b. Navigate to the Manage Bin section.
c. Select Add Bin option.

24.2.2 Enter Bin Details

i. Action:
a. Name: Enter bin1 (unique name per depot).
b. Max Capacity (MTons): Enter 30000.
c. Height: Enter 193.0.
d. Diameter: Enter 96.5.
e. Click on Submit.
ii. Expected Result:

Success message in pop-up: “Bin created successfully with name: bin1”

24.2.3 System Processing

i. The system:
a. Validates mandatory inputs for name, capacity, height, and diameter.
b. Creates a new Bin record in the Silo Master or Bin Master table.
c. Assigns a unique Bin ID to the new entry.
d. Records created by, timestamp, and depot code metadata.

24.2.4 Verify Bin Creation

i. Role: Manager (Depot)

ii. Path: Manage Bin → View Bin
iii. Action:
a. Navigate to the View Bin section.
b. Locate the Bin created (e.g., bin1).
c. Verify that details such as Name, Max Capacity, Height, and Diameter are
correctly displayed.
iv. Expected Result:

Bin has been created and is visible in the list with entered attributes.

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25 Storage Reports and Audit Trial

Covers all MIS and audit traceability features.

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25.1 Quick Reference

Report Name Navigation Purpose Primary User
Path
Daily Statement of Receipts Reports → DSR View daily inward stock Depot
(DSR) Manager
Daily Statement of Issues Reports → DSI Track daily dispatches Depot
(DSI) Manager
Daily Dispatch Register (DDR) Reports → DDR Outward movement MIS Officer
record
RO Reports Reports → RO RO creation and issue Divisional
history Office
Stack / Silo Cards Sheds and View all transactions Depot
Stacks Manager

25.2 Step-by-Step Instructions

i. Login as Depot (Manager) → Reports → DSR.

ii. Access Reports → Daily Reports / RO Reports.
iii. Select desired report type and date range.
iv. Generate and export in PDF/Excel if required.
v. Verify stock balances against stack/silo cards.
vi. Retain reports per data retention policy.

26 Field Validations (Quick Reference)

This section lists all key data-entry fields in the Storage module and their corresponding
validation rules, mandatory checks, and system behaviours.
It ensures uniform data accuracy and prevents operational inconsistencies.

Field Name Type / Input Validation Rule Mandatory System Behavior /

Method Comments
Shed Name Text Must be unique Yes Prevents duplicate
within depot sheds
Shed Type Dropdown Covered / CAP / Silo Yes Drives storage
only structure setup
Stack Code Text Alphanumeric (auto Yes System checks for
or manual) uniqueness
Stack Dropdown Must match Yes Links to capacity
Dimensions standard / custom calculation
list
Capacity Numeric Positive number Yes Used in utilization %
(MTons) only
Max Bags Numeric Positive integer Yes Auto validates against
capacity

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Stack Status Dropdown Receipt / Issue / Yes Controls transaction

Blocked / Killed eligibility
Compartment Text Single letter (A, B, No Optional field
Name C...)
Rail Line No. Numeric Integer (if No For covered sheds only
applicable)
Token No. Auto System generated Yes Primary reference for
weighment
Moisture (%) Numeric Within QC range (≤ Yes QC check threshold
max limit)
Bag Count Numeric Integer only Yes QC & capacity linked
Remarks Text Mandatory in Conditional Enforced during
contextual flows reversals, edits,
settlements
File Upload File PDF only, ≤ 5 MB Yes Validates file size &
format
Reversal Text Minimum 10 Yes Audit-trail enforced
Reason characters
Disposal Checkbox Must be ticked by Yes Blocks unauthorized
Approval approver disposal

27 Reports & Audit Logs

The system maintains detailed audit and reporting capabilities for all storage operations.
These reports are automatically generated from transaction-level data and are role-based.

27.1 Types of Reports Available:

i. Release Order History – ROs by date, scheme, depot
ii. Reverted RO Log – RO revert details
iii. Settlement Log – Settled RO remarks
iv. Party Master Audit – Tracks add/edit/delete actions
v. Extension & Shift Log – Shows actor, timestamp, and reason

Report Name Purpose Primary User Export

Options
Shed and Stack Master Shows current shed/stack Admin / Depot PDF / Excel
configurations Manager
Stack Card Transaction-level record for Depot Manager PDF / Excel
each stack
Daily Statement of Summarizes daily inward Depot Manager / PDF / CSV
Receipts (DSR) quantities MIS
Daily Statement of Summarizes daily dispatch Depot Manager / PDF / CSV
Issues (DSI) quantities MIS
Daily Dispatch Register Combined receipts/issues MIS / Division PDF / CSV
(DDR) view

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Gunny Stock Report Tracks empty bag QC / Gunny In- PDF / CSV
movements Charge
Depot Hire Log Shows depot lifecycle Admin / PDF / Excel
actions Compliance
Reversal / Correction Details reversed transactions Audit / HQ PDF / CSV
Log

27.2 Export Formats Supported

i. CSV – For Excel analysis
ii. PDF – For printed documentation
iii. XML – For integrations with FCI/DFPD/FAP systems

28 Troubleshooting / Common Errors

This section lists frequent system messages and corrective actions for Storage module
users.

28.1 Error Reference Table

Scenario / Action System Behavior / Required User Action
Message
Missing mandatory fields “Please fill in all required Review and complete all
fields.” mandatory inputs.
Duplicate Shed / Stack “Name already exists.” Use unique identifiers.
entry
Invalid stack dimensions “Invalid capacity or Correct as per approved
dimension values.” template.
Stack not in valid status “Stack is not available for Change stack status to active
transaction.” / valid state.
Moisture exceeds limit “Moisture value beyond Re-check sample and enter
acceptable range.” valid percentage.
File exceeds size limit “Only PDF format under 5MB Compress or re-upload correct
is allowed.” file.
Reversal without “Remarks are mandatory.” Add a descriptive remark.
remarks
Stack in use during “Modification blocked due to Wait for completion or close
modification open activity.” related token.
Depot dehire blocked “Depot has open stocks or Settle or transfer before
ROs.” dehire.
Session timeout “Session expired.” Re-login and resume activity.

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Attempt to delete active “Stack contains stock or Close or kill stack first.
stack linked data.”
Second weighment “No active token available.” Verify token status and retry.
request missing

29 Glossary of Terms
Term Definition
Shed A physical covered or open structure used for storing commodities.
Stack A defined storage unit within a shed where commodities are stored.
Stack Card The digital ledger recording all inflows/outflows from a specific
stack.
Depot The operational warehouse is located under a division or region.
Hire / Rehire The process of onboarding or extending depot validity.
Dehire Closing a depot and making it inactive.
Modify / Migrate Updating depot details or transferring them under a new
organizational structure.
Receipt Inbound stock entry process.
Issue Outbound release of stock against an RO.
Second Re-weighing a truck to verify initial weight.
Weighment
Gunny Empty jute or polypropylene bag used for grain storage.
Stack Killing Deactivating a stack after all issues are completed.
Audit Trail Log capturing all user actions for accountability.
Blocked Stack Stack temporarily unavailable for receipt or issue.
QC (Quality Inspection step that verifies grain quality and moisture.
Check)

30 Exception Scenarios & Admin Roles

This section lists rare but important system exceptions and who can handle them.

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30.1 Exception Handling Matrix

Exception Scenario System Behavior / Authorized Corrective Action
Error Message Role(s)
Attempt to create shed “Shed Type is Manager Select appropriate
without type mandatory.” (Depot) / Admin type and resubmit.
Stack locked during “Stack is active in System Admin Unlock stack post
modification transactions.” activity closure.
Over-utilization on “Utilization exceeds Manager Increase capacity or
capacity change new capacity.” (Depot) / Admin clear stock.
Depot dehire attempt “Depot has linked Regional Settle or transfer
with open RO active RO.” Manager / before dehire.
Admin
File upload repeated “Upload blocked – Admin Clear cache or offline
failure format issue.” upload.
Stack migration with “Migration not allowed Admin / HQ Close token and
active token with open token.” retry.
Audit log discrepancy “Record mismatch System / Audit Reconcile with
detected.” Officer backup logs.
Manual override of “No UI path – backend System Admin Force close via
closed RO action required.” backend with logs.
QC threshold “Invalid moisture QC Admin Update configuration
misconfiguration tolerance.” values.

31 User Stories (Persona-Based)

This section describes how different users interact with the Storage module through
common day-to-day tasks.
Each persona represents a specific role and its responsibilities within the AnnaDarpan
ecosystem.
These stories are intended to help new users understand what they do, why, and how often.

31.1 Persona-Based User Stories Table

ID Persona User Story Frequency Key Navigation
of Use Path(s)
1 Depot Manager As a Depot Manager, I want Quarterly / Depot
to hire, modify, or dehire As needed Administration →
depots so that master data Hire / Modify /
remains current. Dehire
2 Depot Manager As a Depot Manager, I want Monthly / Manage Stacks →
to create and maintain sheds On demand Add Shed / Add
and stacks to organize Stack
physical storage properly.

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3 Manager As a Manager, I want to Daily Manage Stacks →

(Depot) mark stacks for receipt, Mark Stack
issue, or block status to
control where transactions
occur.
4 Weighbridge As a Weighbridge In-Charge, Daily Weighbridge → In
In-Charge I want to capture in-weight / Out Weight
and out-weight for all trucks
to ensure correct stock
accounting.
5 Manager QC As a Quality Control Daily QC → Record
Manager, I want to record Quality / Update
moisture levels and bag Moisture
counts during receipts and
issues for quality assurance.
6 Gunny In- As a Gunny In-Charge, I Weekly / Gunny → Receive
Charge want to receive, issue, Monthly / Issue / Disposal
replace, and dispose gunnies
to maintain bag stock
accurately.
7 Shed In-Charge As a Shed In-Charge, I want Daily Stack Entry /
to perform stacking and Issue
loading operations so that
receipts and issues are
accurately recorded.
8 Depot Manager As a Depot Manager, I want Weekly Second
to approve second Weighment →
weighment requests to Approvals
validate and correct
weighing discrepancies.
9 System As an Administrator, I want Monthly Admin → Master
Administrator to configure user roles, Setup / User Roles
validation parameters, and
depot hierarchies to maintain
governance.
10 MIS Officer As an MIS Officer, I want to Daily Reports → DSR /
view reports like DSR, DSI, DSI / DDR
and DDR to reconcile daily
storage and dispatch
activities.
11 Regional As a Regional Manager, I Monthly Depot
Manager want to review depot hire, Administration →
rehire, and migration Approvals
approvals for oversight and
control.

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12 HQ Admin / As a Compliance Officer, I Quarterly Reports → Audit

Compliance want to audit logs and Trail / Reversal
Officer reversal records to ensure Log
operational transparency.
13 QC Officer As a QC Officer, I want to As needed QC → Manage
flag and block stacks Moisture / Block
exceeding moisture Stack
thresholds to prevent bad
stock issues.
14 Weighbridge As a Weighbridge Manager, I Daily Weighbridge →
Manager want to generate truck chits Generate Truck
and verify second weighment Chit
adjustments.
15 Movement As a Movement Officer, I Weekly Stack Transfer /
Officer want to verify stack-to-stack Reversal
transfers and reversals for
internal stock balancing.

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