📘 Agency Master – User Manual

Version: V.1.0.32
Prepared by: Ramya R
Date: 07/07/2025

📁 Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions
    4.1 Creating New Agency Entries
    4.2 Port Details
    4.3 Location Details
    4.4 Accounting Details
    4.5 Attachment Details
    4.6 Contact Details
    4.7 Notes
    4.8 Agency Summary and Bulk Upload

5. Troubleshooting Common Issues

6. FAQs

7. Support

🔹 1. Introduction

The Agency Master module allows you to create and manage information related to agencies (own or external), including addresses, port and city mappings, tax data, and contact details—centralizing data for smooth operational processing.

🔸 2. System Requirements

• Browser: Chrome 90+ / Firefox 85+

• User Role: Admin / Super User with access to Agency Master module

🔐 3. Logging In

• Navigate to the application login page

• Enter your credentials

• Go to Agency Master from the main dashboard
  
  
  
  
  

⚙️ 4. Main Features and Functions

🆕 4.1 Creating New Agency Entries

• Go to Agency Master > click Create New

• Enter the following:

  • Agency Code (Unique)

  • Agency Name (Full legal name)

  • Address (Country, State, City, Pincode)

  • Organization Type: Agency or HQ

  • Own Office: Yes or No

  • Document Suffix: 3 characters

  • Optional:

    • GST / PAN / Registration Number

    • Parent Agency Name, CHA PAN, ICEGATE ID

    • Additional Notes

• Click Submit to save
  
  
  

⚓ 4.2 Port Details

• Navigate to Port Details tab

• Select a Port Code from dropdown

• Click Add to associate it

• Click Delete icon to remove any port
  
  
  

🏙️ 4.3 Location Details

• Go to the Location Details tab

• Select a City Code from dropdown

• Click Add

• Use Delete icon to remove
  
  
  

💰 4.4 Accounting Details

• Go to Accounting Details

• Select:

  • Accounting Currency from dropdown

  • Primary Accounting Period (From and To months)

  • Optionally enable Secondary Period by choosing Yes/No
    
    
    

📌 4.5 Attachment Details

• Go to the Attachment Details tab

• Click Add

  • Enter Attachment Name

  • Select and Upload relevant files (e.g., licenses, agreements)
    
    
    

💇 4.6 Contact Details

• In Contact Details tab:

  • Enter: Name, Phone Number, Email ID

  • Click Add to save

  • Use Edit/Delete to update/remove contacts
    
    
    

📒 4.7 Notes

• Go to Notes tab

• Choose category from "Intended To" dropdown

• Enter your Note

• Use Add, Update, or Delete to manage notes
  
  
  

📂 4.8 Agency Summary and Bulk Upload

• Use the Summary Tabs to view agencies:

  • All – Displays all agency records

  • Own Office – Agencies marked as internal

  • Agency – External agencies only
    
    

• Use the Download Template for bulk data

• Use Upload option to import agencies
  

  
  
  

• Agencies can be Deactivated if no longer in use

🛠️ 5. Troubleshooting Common Issues

❓ 6. FAQs

Q: Can I map one agency to multiple ports or cities?
A: Yes, multiple ports and cities can be added under their respective tabs.

Q: Can an agency be edited after creation?
A: Yes, you can update all fields, including contact or mapping info.

Q: What happens if I deactivate an agency?
A: It will be hidden from future transactions, but data is preserved historically.

🏠 7. Support

For further assistance, contact:
📧 helpdesk@aggrandizeventure.zohodesk.in