HHD END USER MANUAL

Page 1

Introduction :
We have implemented the HHT project in the company. The HHC and printer devices are installed in the
vans/trucks (wiring done in the early stage of implementation) for utilization in the sales and distribution
activities of the route. To support the van sales automation, the IT infrastructure such as the central server, PC
units, networks, communications and other required facilities must be installed and configured to accomplish
the objective of the project. Manpower training and deployment have to be conducted to run the project in an
organized manner. Software or applications have to be put in place to cater for the processing requirements
of the company. We have to consider the following application systems:
1. HHC the program installed in handheld device to run the sales force application. Masters data, loading
quantity, prices, control parameters and other information are downloaded in the handheld device. The
salesman of the route utilizes the program to capture of inventory information, do the sales, distribution, issue
invoice and other activities in the market, unload inventory quantities in the depot or warehouse and do
settlement. The sales, collection, settlement and other data collected in the handheld are uploaded in the
BackEnd PC/server. Some function such as merchandising, GPS monitoring and other special functionalities
are exercised in the market.
2. Communications There are 2 activities done by the communications server: 1) downloading data from
BackEnd to HHC and 2) uploading end-of-day sales and other information from HHC to BackEnd. A separate
program (Communications 6920 or Hermes) is used to handle the physical transfer of data from and to
backend to handheld device, and vice-versa. Though decentralization of server can be offered, Mirnah strongly
recommend the centralization setup for any HHT project to gain more benefits.
3. BackOffice This application takes care of the maintenance of master data (items and item groupings,
customers and customer categories, organization hierarchy, references and etc), setting up of parameters,
entry of quantity received, entry of van load (or if opted, forecast the loads for the route and allocate
inventory received to route from forecast), prepare files for download, posting of inventory, sales and other
end-of-day data to database, maintenance of TC accounts receivables, integration of data to ERP, reporting
and other back office activities.
4. ERP, data mining and business intelligence These applications are selected and implemented by the client
in running their business trade. As a standard, the integration of sales force data to ERP on regular basis (daily)
is part of the project.

The Routepro BO application is used in the overall sales force automation management system with functions
as follows:
1. Data capture of sales information.
2. Inventory management.
3. Customer sales and promotions.
4. Van sales accounting.
5. Accounts receivables
6. Distribution management.
7. Order management.
8. Merchandising.
9. Route management

HHD END USER MANUAL

Page 2

Quick Guide for End Users

Sales Supervisor

Sales man will enter load request for the following day through HHD. Supervisor will be reviewing and

amending the request in BO.

This can be selected from the BO through the following menu path
HHC Transactions Load Request (All the load requests entered in HDD will be displayed here)
Select the route and Date for the load request, Press OK; all the load requests for that particular route will be
displayed as shown below

Select each route and

click the Edit button

Sales supervisor can amend the data, by selecting each route. All the materials with corresponding load
request will be displayed as shown below

HHD END USER MANUAL

Page 3

 Convert Load Request to Load

Click this button to

edit each record

HHD END USER MANUAL

Page 4

Please press Add after editing each records. The whole document will be saved by clicking the

button.

*Currently this procedure is not practiced, and the load is directly entered in BO by the store keeper according
to the distribution provided by the Sales Supervisor.
Store Keeper Inventory Transactions
The inventory Transactions sub-menu grouped the modules referring to the information required in inventory.
This is a depot wise control of inventory information. OPE

OPEN THE DAY

Open the Day
In order to perform transactions pertaining to a Route, the day has to be started in the system. The Depot start of day
indicates that backend transactions (in the system) pertaining to the Route can be carried out.
Menu Path : Inventory Management TransactionsOpen the day

HHD END USER MANUAL

Page 5

Select the loading date and Press OK; a message will be displayed The day is opened successfully

Daily Salesman Load

The Daily Salesman Load is used to define the inventory load for Salesmen, on specific dates. The Daily Salesman Load
screen can be used to manage the daily sales loads for all the Salesmen within the system. Authorized users can view and
search through a listing of all Salesman Loads available and can also edit or delete their details. The screen also includes
options to define a new Daily Salesman Load in the system. By default, the records of the current date are displayed. You
can change the date using the popup calendar provided. Clicking on the OK button will display all Daily Salesman Load
records available for the selected date. You can select a record and perform various tasks, such as view and edit or delete
the details. For each Daily Salesman Load record the list of associated Items will be displayed. To view the list click the (+)
symbol (available against each Daily Salesman Load record that has associated Items). A maximum of 10 records will be
displayed on the screen. In case more than 10 records are available the listing will be divided into multiple pages, each
page having a maximum of 10 records. You can use the page slider (provided at the bottom of the listing grid) to navigate
between the various pages.

HHD END USER MANUAL

Page 6

[NOTE: You can proceed to define the Daily Salesman Load only if the route day (i.e. Route Start Day) for the selected date
has been started.]

Overview of each load

While editing the load, the screen will be as follows

HHD END USER MANUAL

Page 7

Select the products to

be added to this load

The amended load will be saved by SAVE Button.

Products can be deleted from this

load by clicking Delete button

It is the responsibility of the Store keeper to match the load with system stock before finalizing, and draft load sheet will
be printed for picking the products.

THE DAY

HHD END USER MANUAL

Page 8

 Prepare Files (Van Load Extraction from BO to HHD)

Van load extraction will be carried out through
Menu Path : Communication Prepare Files

Select Date/Select All the

Route and Press the Button
Prepare Files

Prepared Files Successfully for the Route 1 2 3 4 5 6 7 8

HHD END USER MANUAL

Page 9

One more step to be followed for the extraction to complete

Before any downloading all the

transactions in HHC, the files must be
prepared in the BO. The store keeper
has to dock the HHD on the Multi
Dock, and Press the button
Transmit Data.

Note: Now the load is ready, sales man can leave for sales. The store keepers role comes again once salesman
returns from market.

RN STO

HHD END USER MANUAL

Page 10

 Unload Return Stock

It is the responsibility of store keeper to verify, unload the unsold return stock, as soon as the sales man
returns from the market. STOCK MOVED FROM VAN TO WARE HOUSE report has to be acknowledged by
both sales man and store keeper. One copy should be sent to accounts along with invoices.

Any variance in quantities will be the responsibility of the sales man and an invoice against the difference has
to be prepared before settlement.

HHD END USER MANUAL

Page 11

Cashier / Branch Accountant

After getting the hand held from the stores the sales man has to visit the cashier with the unload report.

Once the above process is completed the cashier has to print end of the day reports so that, all the processes
for that particular day will be completed.
Upload Files ( File Extraction from HHD to BO)

The cashier / Depot accountant has to click on upload files once settlement for all the routes has been
completed. To upload and post files to BO, click the Upload Files button to execute it (As Shown Below)

On successfully setting the upload files, a confirmation message will be displayed.

HHD END USER MANUAL

Page 12

 SAP Integration Process

Once above processes are completed, a scheduled job is run at certain intervals for the
synchorinization between SAP and BO, so that, data will be updated in SAP and vice versa.

HHD END USER MANUAL

Page 13

HHD END USER MANUAL

Page 14

HHD END USER MANUAL

Page 15

HHD END USER MANUAL

Page 16

HHD END USER MANUAL

Page 17

HHD END USER MANUAL

Page 18

HHD END USER MANUAL

Page 19

HHD END USER MANUAL

Page 20

HHD END USER MANUAL

Page 21