Damage & Deficiency Message/Advice

1. At the time of reporting unloading in FOIS/TMS Application, field user shall mark the
wagons of an RR/Rake, which are found damaged or deficient and for which the field user
wishes to generate DD message.
2. In addition to this, during unloading it is mandatory for the field user to report whether the
unloading was supervised by a Commercial staff or R.P.F, against each wagon only incase
DD Message is required to be generated. The user shall report the name of the supervisor
or the RPF Staff who witnessed Unloading.
3. DD Message may be generated against the wagons of an RR which are marked and are
placed together operationally. Thus the maximum number of DD Messages of an RR shall be
the number of times its wagons are placed for unloading in batches.
4. Multiple DD Messages shall possible to register per wagon in the case of LWL, Maximum
number of DD messages shall depend on the number of RR in that wagon. User shall mark
the same wagon multiple times against the invoices during unloading accordingly which are
found damaged or deficient in that wagon.
5. User shall be allowed to generate DD Message against the marked wagons only when all the
wagons which are placed together in that batch are unloaded.
6. If contents of any of the wagons of an RR marked as damaged/deficient, then that RR
becomes candidate for generation of DD Message.
7. The RR unloaded with damaged or deficient wagons for which DD Message not yet reported
shall be coded with different color in Inward  Normal Delivery Book Screen. After
successful registration of DD Message color shall be changed. With this color coding user
shall be able to identify the status of DD Message weather the generation of DD Message is
pending or registered.
8. User shall register DD Message against RR from the link provided under Inward  Normal
Delivery BookConsignment HandlingDD Message. RR shall remain in pending state until
DD messages are generated against all the wagons marked.
9. Closure of Delivery book and Day end task shall not be allowed at the location where
unloading is reported with pending DD Message.
10. The marking of wagons for the generation of DD Message is optional and on field user
discretion to generate DD message against a RR at the time of Unloading of the same.
However, once a wagon is marked, the field user has to generate the DD Message against
the RR otherwise it will be in pending state.
11. User may report the DD Message against the RR until the reporting time expires (which will
be a parametric value in the database and currently is to be fixed as 6 hrs). In other words
user will not be allowed to report DD message after 6 working hours starting from the last
Release Empty time, of the batch of wagons which are placed together for unloading. The 6
Working hours is dependent on station working hours however is independent of station
holidays.

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12. DD Message Number shall be an auto generated number by the FOIS/TMS Application and
shall be reset in every half year. For implementation, a task shall be designed in the
application under Administrative Task option, using this task user may report the last
manually generated DD Message Number at that station for a half year and the system shall
continue from the last number if specified by the user.
13. System will also maintain a different sequence number which is combination of forwarding
station and unloading station, so that the field user can keep track whether the
consignment received from a particular forwarding station is more prone to be damaged or
deficient.
14. User may also view the last DD Message Number generated from that location and also
view the forwarding station wise current sequence from the query which will be available
under QueryMiscellaneousLast Number Generated.
15. The Format of DD Message number shall be
“<STTN>/<HALFYEAR>/9999/<STTNFROM>/9999”.
16. No modification or cancellation will be allowed after the successful registration of DD
Message.
17. In the case of operating diversion of original invoice to new destination shall be listed under
the menu Inward  Goods On Hand – Pending Posting. Marking of wagons which are found
damaged or deficient shall be reported during unloading of original invoice. However DD
Message shall be reported only after generation of memo invoice.
18. If the Memo Invoice is generated selecting the marked wagons then the invoice shall
become candidate to generate DD message and listed under the menu Inward  Memo
Delivery Book with color coded as DD message pending. Users shall then be allowed to
register DD message.
19. At the time of DD Message generation, by default, the DD Message shall be marked to the
Originating Station. Apart for the same, the field user shall report the intermediate stations
where consignment was checked or transshipped en-route or weighed or the station last
sealed the wagon.
20. All the users of various locations which were marked by the Field User at the time of
generation of the DD Message (i.e., Originating station, intermediate stations where
consignment was checked or transshipped en-route, the station last sealed the wagon,
weighment station), shall be able to view the DD Messages.
21. The Damage and Deficiency Register will be available under the main menu Inward (Inward
 Damage and Deficiency Register).
22. Damage and Deficiency Register will list all the DD Messages generated at that location or
destined to that location depending upon the option selected for sent or received. DD
Messages may be viewed or printed on selecting the actual DD Message from the list. In the
Printout of the DD Message/Advice, there will be blank space for entering CCO and CC/RPF

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 and station seal. However, Printing of the DD Message is only allowed to the User of the
unloading station who has generated the Message.
23. Access shall be given to Claims Office to view/take the Print out of DD Message where the
same does not reach Claims Office from FOIS Application.

Input requirement for the generation of DD Message

The following wagon wise information will be displayed as per RR and user will not be
allowed to modify are:
 Fixed Columns
1. Owning Railway
2. Wagon type
3. Wagon Number
4. Commodity
5. Number of Packages
6. Weight
7. Forwarding Station (is known as per RR).
The lists of Wagon wise Inputs required and to be filled in by the field users are listed below:
 List of Stations to whom the DD Message to forward.
1. Station From
2. Intermediate Station where the consignment was last checked
3. En-route transshipped station
4. Station last sealed the wagon.
5. Station last weighed
 Re-weighment weight.
 Re-weighment weight unit.

The Inputs for which drop down help will be provided for the entries are listed below:

 Package position
1. Top of Layer
2. Middle of Layer
3. Bottom of Layer
4. Alongside of wagon wall
5. Alongside of wagon roof
6. Alongside of wagon side wall
7. Alongside of wagon door.
 Condition of wagon
1. Roof Broken
2. Roof Cut
3. Roof Leaky

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 4. Wagon wall broken
5. Wagon wall cut
6. Wagon wall leaky
7. Floor Damaged
8. Damage by Wet
9. Floor Cut
10. Doors Defective
11. Seal Broken
 Sign of pilferage
1. Improper Dunnage
2. No Dunnage
 Oil consignment
1. Sign of Leakage
2. Tins in the wagon are disturbed
 Conditions of Valves (Only In case of Oil Consignment)
 Result of Dip Measurement(Only In case of Oil Consignment)
 Other Reasons

The lists of Additional Inputs required in FOIS/TMS System for DD Message are listed below:

 Common subject of the DD Message

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 Input and Output Screens

 Unloading screen has been modified and added four new columns that field users shall
need to enter during unloading:
1. DD Message Flag(Used to mark Damaged and Deficient Wagons)
2. DD Message Number
3. Unloading Supervised By(Commercial Staff, RPF or NONE)
4. Name of Unloading Supervisor

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 Same Unloading screen after successful saving of marked wagons and supervisor details.

 Same Unloading screen after successful registration of DD Message. System generated

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 Input screen to initialize the last DD Message in AdministrationChange Last
NumberDD Message No.

 Input screen to initialize the last Forwarding Station wise sequence in

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 Query to view last issued DD Message Number and forwarding station wise sequence
under QueryMiscellaneousLast Number Generated

 Once the wagons of an invoice are marked for DD Message the invoice status becomes
pending and colour coded as below. DD message may be reported against the invoice.

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 DD Message shall be registered from the Input Screen named Damage & Deficiency
Message. This will be available under the links:
1. Inward Normal Delivery Book  Consignment Handling DD Message
2. Inward Memo Delivery Book  Consignment Handling DD Message

 Helps shall be listed for the ease of the field users to make entries as shown below.

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 Screen after successful registration of DD Message. System generated DD Message
number and Date shall be viewed.

 Status of the Invoice changes from DD message pending to DD Message Registered so as

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 All the registered DD Messages (send or received) shall be listed in Damage and
Deficiency Register. This will be available under InwardDD Massage Register.

 DD Message shall be viewed and printed after selecting the respective message from
the list available under DD Massage Register.

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Missing Goods Report (MGR) Page 12
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