OPERATIONAL PROCESS

1. Indent Planning
a. Business Allocation
Transaction code: YTMVMS
Business allocation will be done once for all the transporters.
i. Click on Business Allocation

ii. Business allocation dashboard will be open. Click on Create.

iii. Enter Cluster, No. of transporter, Valid from and Valid To, L1%, L2%, L3% and R
will be calculated automatically.
Change the status to “Released” if you want to share indent with that transporter, else
keep it “Blocked”.
Enter number of transporter in the line item and also Transporter category with
percentage.
Note: Number of transporter in header and in line item should be same i.e. if you give
number of transporter 4 than you have to maintain 4 transporters with transporter
category as shown below:

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 b. Indent Generation
Transaction code: YTMVMS
After Business allocation to transporter, indent will be shared.
i. Click on Indent generation.

ii. Input all the required fields to view the list of open sales orders cluster wise.

iii. Here you can see all the open orders cluster wise, select Auto Load Allocation for
allocating the open orders automatically or Manual Load Allocation for allocating
orders manually and click on “NEXT”.

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 iv. User will check the system proposed allocation quantity as well as non-allocated
quantity. Manual adjustment will be done as per the requirements. Non-allocated
orders will be adjusted up to the maximum capacity.
Select orders from Assigned Quantity and click the down arrow button to switch it to
Unassigned quantity and vice versa and click on “LOAD”.

v. All the assigned orders are allocated to Transporters.

c. Indent Release
i. Enter Next day Date, Cluster or Indent number

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 ii. Select lines or click on Select all to select all the lines and click on “Release”. Mail
will be send to the transporter immediately when you click on “Release” button.

Note: For block lines Released action is not possible, if you try to do so an error message will be
shown as below. Only Open lines can be Released.

d. Order released from indent

i. Enter Date, Transporter, Cluster or Indent number

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 ii. Select the line or click on Select All, then click on INDENT STAT to change the
status and save it.
Note: If you Released the orders than the orders which are assigned against a particular
indent will be released. In VRS (Vehicle Reporting System)document creation, you can
find the orders which are assigned against an indent will be shown as “Free” in the
status after releasing it.

Tables which needs to be maintained:

1. Table name: ZTM_CLTON
T.code name: YTMCLTON (Cluster wise Vehicle preference)

2. Table name :ZCLUST_MASTER (Cluster Master)

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 3. Table name : ZSTO_CLUSTER
T.code name: YTMSTO_CLUST (Cluster and Plant preference for Stock transfer
plant to plant)

4. Table name : ZTA_MAIL

T.code name: YTMMAIL (Transporter and mail Id)

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 5. Table name: ZTA_CLUST (Cluster wise region preference)

6. Table name: YTMCGREGION

T.code name: YTMCGREGION (CG wise Region preference)

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 2. OTBC (Order to be confirmed)
Transaction code: YTMOTBC
i. Click on Create.

1. Below screen will appear.

i. Enter sales office, Request.dlv.dt (at header detail), Ship to party code(not
mandatory), Payer code(not mandatory), C.G(mandatory), City(mandatory),
Qty(mandatory), Plant(mandatory), Req.del.date(in line item), Comment(if you
want to give any remarks).
Note: 1. If you enter C.G, Route and Cluster will be fetched automatically.
2.If you enter Ship-to-party C.G will be fetched automatically.
3.If you click on “Apply to all” at header the requested delivery date will be
copied to all the line items.

Click the drop down button to change

the status to” BLOCK” if you don’t
want to consider the OTBC orders
while generating indent.

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 3. Vehicle Reporting System
Transaction code: YTMVRS
i. Click on Create

Vehicle Reporting System (VRS) document can be created with reference to an indent (Plan)or
without reference to an indent(Extra).

ii. With reference to an Indent(Plan)

Enter Indent number or select from drop down and

press enter

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 iii. Maintain all the values in respective fields.

If status is” Free” than this order will not flow in next VES document.
And if it is “Assigned” than this order will be reflected in next
succeeding document i.e. VES document.

iv. i. Without reference to an Indent (Extra)

v. After saving the document a unique VRS document number will generate.

4. Vehicle Entry System

Transaction code: YTMVES
i. Click on Create

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 ii. Enter VRS document number.

Enter VRS document number

and press enter

If a VES document is already created with a VRS number than an error message will be shown as

Choose the appropriate sales Click on the f4 button to change

process from the following the document status

Click on log report to view all the open

orders due for delivery

Change the Weighed From to:

Solid WB or Liquid WB

iii. Log Report will display all the open orders which are due for delivery.

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 iv. Below screen will appear:

Orders selected from LOG REPORT

will appear in the line item

Enter loading sequence

If loading sequenced is assigned in VES document than in Loading Unloading systemdocument

you cannot violate that sequence. For example if HDPE loading sequence is 1, LLDP 2 and PP 3
than you have to follow that sequence to start loading.
v. Click on Further processing to create further documents such as: Delivery (create,
change and display), Shipment, Transfer Order (create and confirm), PGI, Invoice
(create, change and display) and to view E-way bill.
After clicking on further processing a pop-up will come as shown below, click Yes if you want to
save the VES document and it will generate an unique VES document number shown as
is saved,else click No or Cancel.

vi. Select the line item, click on Delivery create and click on Background Processing
for creating delivery document.

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After creating the delivery document if you try to exit the screen without saving the document
an error message will be shown as so, save the document
before exiting.
vii. VES document Change mode:

Enter VES document number

In VES change screen, there is an Update option which will update the changes done in VES
document to all other succeeding documents respectively.

For example, if you want to insert an order in the line item than click on and enter the
order number or select from log report by clicking on then click on

5. Gate-Entry System
Transaction code: YTMGES
i. Click on Gate entry process

Select Gate-Entry process and

press enter

ii. Enter VES document number and click on GATE IN. It will validate the vehicle
number with camera and takes you to the next screen.

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 Note : Gate-In can be done only once with a particular VES document number else it will
give an error message as

Enter VES document number

or select from drop down

Click on ”Gate In”

iii. Gate in details will appear in next screen as shown below:

A Unique GES number will be shown as after saving the document.

6. Weigh-Bridge System
Transaction code: YTMWBS
i. Click on Create

Click on Create and press

enter

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 ii. Enter VES document number

Enter VES document number

or select from drop down

iii. Select Weigh-bridge number and click on “VALIDATE”. The vehicle number will
be validated with camera and allow you to the next screen. Else an error
meassge will be shown as “Vehicle number mismatched”

iv. Click on Tare weight to capture the tare weight.

v. A unique Weigh- Bridge System (WBS) document will be generated

after saving the document.

Tables which needs to be maintained:

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 1. Set table for tolerance – T.code GS02
a. Table name : ZTOLERANCE(Tolerance limit)

b. Table Name: ZBAG(Weight of per bag)

c. Table name: ZSOLID(Wait upto Sec in Solid WB)

d. Table name: ZLIQUID(Wait upto Sec in Liquid WB)

7. Loading Unloading System

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Transaction code: YTMLUS
i. Select Loading& Unloading Process.

ii. Enter VES document number

Enter VES document number

or select from Drop down

Note: If preceding document i.e. Weigh-Bridge System(WBS)document is not created an error

message will be shown as so before creating LUS document, Create
WBS document and do tare weight.
iii. Below screen will appear.
i. Status: Change the status to Started.
If loading is going to be performed later than change the status to Reported or
Warehouse.
ii. Maintain Supervisor Name
iii. Split: if you want to split the delivery note quantity than click on spilt and
change the actual loaded Qty.
Note: If you want to split a delivery note quantity more than twice than always
select the last line item and change the actual loaded quantity to initial quanity
and than click on split and adjust the values.

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 Summation of the actual loaded Qty in line item should not be greater or less

than the Initial Qty else an error message will be shownas

iv. Clickon “Further processing”

iv. After clicking “Further processing” below screen will appear.

i. Select the line item which have existing delivery number and click on Delivery
changes than click on background processing so that the quantity in Delivery
document will change to the new split quantity.
ii. Now, select the next line item and click on delivery create than click on
background processing for creating another delivery document.
Similarly, Transfer order using manual processing,Transfer order confirm using
background processing.

v. Change the Status to “Completed” and save the document.

Note: Without TO confirmation status cannot be changed to Completed.

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 vi. Once the status of LUS document is completed, you cannot reopen it, else an error
message will be shown as
Note: LUS document can be reopen if weighment status in WBS document is changed to
recheck.
vii. After saving the document a unique LUS document number will be generated.

8. Weigh-Bridge System
Transaction code: YTMWBS
i. Weigh-Bridge document change mode:
Enter weigh-bridge document number.

Enter weigh-bridge document

number

ii. Select Weigh-bridge number (WB1, WB2, WB3 or WB4) and click on validate.

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 iii. Click on Gross weight to capture the gross weight of the vehicle. Click on “Save&
complete” to close the document and take the print of “Weighment Slip”

Note: If the Gross weight is above the tolerance limit than an error message will be given. Click
on Save& recheck. Only the authorized person can check and allow the vehicle
iv. In additional tab “Weighment status” can be changed to :
i. Retare: After saving the document if you want to do the re-tare the vehicle than
change the status to “Retare”.
ii. Regross: If you want to do the gross weighment more than once than change the
status to “Regross”.
By default the Weighment status will be normal

v. Weigh-Bridge document Display mode:

Enter Weigh-Bridge document number.

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 Enter Weigh-Bridge document
number

vi. You can take the reprint of weighment slip by clicking on the Reprint button

9. Vehicle Entry System

You have to goto VES document to create the other subsequent documents such as
Shipment, PGI, Invoice and E-waybill.
Transaction code: YTMVES
i. Click on EDIT

Click on EDIT

ii. Enter VES document

Enter VES document number

iii. Click on further processing and create Shipment, PGI and Invoice using manual
processing.

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 Note: If the WBS document is not Completed after taking Gross weight than PGI
cannot be done.

iv. Change the “Document status” to “Release for Gate-Out” and save the document.

10. Gate-Entry System

To out the vehicle you need to goto GES process again.
Transaction code: YTMGES
i. Select Gate Entry Process
ii. Enter VES document number or select from drop down and click on GATE OUT. It will
validate the vehicle number with camera and takes you to the next screen. If vehicle
number is not validated than it will not allow you to go to the next screen.

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 Enter VES document number
or select from drop down

Click on ”Gate Out”

iii. Gate Out details will appear in next screen as shown below, save the Gate Entry System
(GES) document.

Note:
1. If in VES document “Document Status” is not changed to “Released for Gate-out” than
“Gate-Out” is not possible. An error message will be shown.
2. Without doing Gross Weight, Gate-Out is not possible.

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