Statutory And Other Caption Detail

In any organisation, there are certain statutory registration numbers such as CST Number, ECC Number, Excise Range and many more that are mandatory to be displayed or printed on certain formats in their fixed positions. This master maintains Captions for all such Register Numbers at one place be it related to the Company, Site, Vendor, Customer, GRN or even Invoice. These Captions will be printed in their relevant formats in exactly the same way as they have been entered here. IMMS allows to save unlimited number of user defined Captions and their respective location in the formats.

This is a very useful feature for entering frequently used data only once and then use it anywhere throughout the software. This not only drastically saves data entry time but also protects against any data discrepancy.

Since this master stores captions for all Register Numbers, IMMS further provides facility to associate each of these Captions with a particular Company as well through Statutory Number and Caption Applicability option. This is because some Captions may or may not be required for a particular Company. Once the Captions have been defined through this master, their individual values can be specified from their respective Master Entry options in various modules except for the Captions defined for 'Company' and 'Site' options.

In other words, while entering Company details through Company Master option and Site details through Site Master option, the list of Statutory Captions will be displayed from this master whereas for rest of the cases, only the 'Applicable' Statutory Captions will be displayed from Statutory Number and Caption Applicability master for the currently logged-in Company.

For example if a Caption 'Central Sales Tax Number' has been defined for 'Company', its actual number can be specified through Company Master option. Please refer the following table -

Sr.No	Caption	Entry option	Module	Quick View
1	Company	Company Master	Administrator Tools
2	Site	Site Master	Administrator Tools

A list of already existing Captions will be displayed as follows -

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Captions can be added, edited, deleted, and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Caption, click on the button and to 'Edit', click on the icon on its corresponding record. Click on icon to 'Delete' a particular Caption. To 'View' details of a particular Caption, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Statutory Register No

Please note that a Caption can not be deleted if it is already in use .

Field Description of Statutory Register No

As you can see, the screen has been divided into two parts. The left hand list shows the options for which Captions can be entered. The right hand list shows the list of Captions defined for the selected option.

Select one of the following option from the left hand list for which you want to specify the Captions by clicking on it.

• Company
• Customer
• Site
• Vendor
• GRN
• GRN
• Item Serial No
• Invoice

As a result, a grid is displayed in the right hand section as follows -

While 'Adding' a new Caption for the above selected option, this grid will be displayed blank. Click on button to add a new Caption in the grid. A new row will be added as a result.

In case of 'Edit', and 'View', this grid will be populated and displayed with all the Captions which have already been defined previously for the selected option. You can change it in 'Edit' mode.

Field Description of the grid -

Caption Description:

(Type : Alphanumeric, Length : 50)

 

Click on the field. Now enter the description for a Caption. Please note that this description will be displayed in relevant formats exactly the way you enter it here. Press <TAB>.

 

Where to Display?

Click on the field. Now select either 'Header' or 'Item' from the given popup to specify the location where the Caption should appear in relevant formats.

 

Keep Mandatory?

Please note that this field is applicable for 'Vendor' and 'Customer' options only. For rest of the options, it will remain disabled.

 

Select the option by clicking on the small white box if a particular Caption Detail is mandatory to be entered while specifying Vendor / Customer details through their respective master entry options provided this very Caption has been selected as 'Applicable' through Statutory Number and Caption Applicability option for the currently logged-in Company. In such a case, IMMS will not save any Vendor / Customer unless until the value of mandatory Caption Details are entered.

 

In case the check box is not selected, value of such Caption Detail is not compulsory to be entered and Vendor / Customer details will be saved nevertheless.

Now click on 'Save' button to save the Captions or 'Cancel' button to discard. The control will go back to the list.