Which form is where, how many are left, who holds which serial range?
BEYS runs the whole chain in one place — from the annual plan for every printed form to the print order, from dispatch to field offices to the signed handover record. For accountable forms that carry serial numbers, every range is tracked to the office that holds it.
Runs on your own network · Windows Server · SQL Server · IIS · Your data never leaves the organisation
More than 150 forms, in one definition list.
Every printed form — from payment receipts and assessment papers to the ticket books traffic officers carry — is defined by its form number. Whether it is an accountable form with serial numbers, its book and carton factors and whether it is still in force all sit on the same card.
Defined by form number
Each form is defined by its number, name and type; book, carton and unit factors are entered once and every planning and dispatch calculation uses them.
Accountable forms flagged
Forms that carry serial numbers are flagged as controlled; for those, entering the serial range and tracking by serial becomes mandatory.
Version change table
When a new version of a form comes into force the change is followed from one table: you see which office still holds how many of the old version.
Withdrawn forms
Forms taken out of use are listed separately, and calling in or destroying whatever is left in the offices is run from that same list.
The annual plan comes out of what the offices ask for.
Offices raise their annual and daily requirements through the system. Requests are consolidated by form and by office; approved quantities become the distribution plan, and the plan becomes the print order.
Annual and daily requests
An office enters its annual requirement at the start of the period, raises daily requests for whatever runs out during the year, and follows the progress from its own screen.
By form or by office
The distribution plan can be built from either direction: one form across all offices, or every form going to a single office.
Master distribution plan
Three years of stock and demand summary plus the current year's plan are pulled together into a single Excel sheet.
Print order and goods in
The approved plan turns into a print order; what comes back from the printers is received and added to central warehouse stock.
Which serial range, in which office?
For forms with serial numbers a dispatch is not closed by quantity alone — the serial range that went out is recorded with it. Years later you can still tell which office received a given document, on what date and against which handover record.
Serial range entry
The serial and sequence range of accountable forms is written onto the dispatch record; ranges cannot overlap, and the same serial cannot go to two offices.
Controlled stationery report
Pick a form and a date range and the serial numbers issued and received are listed, ready to export to Excel.
Matched to the handover record
The handover record is printed from the system with its serial range on it; when the office confirms receipt, the record is closed in the system.
The first thing an auditor asks about is a serial number: "Who was document number X issued to?" The answer sits on one screen, with its date and its handover record.
From the central warehouse to the cupboard in the office.
Stock is followed at three levels: central warehouse, province and office. Stock counts, minimum-level alerts, transfers between offices and destruction all run on the same stock record.
Central, provincial and office stock
How many of a form are left in the central warehouse, in the provincial store and in the office is shown separately, and by year.
Counts and minimum-level alerts
Physical count results are entered into the system; when a form drops below its defined minimum, an alert is raised.
Transfer between offices
A form one office has too much of and another too little can be transferred without troubling the centre; the movement is written into both records.
Destruction and year-end carry-over
Withdrawn or spoiled stock is written off with the date and number of the official destruction letter; at year end whatever is left carries over into the new year.
The whole country on one screen.
Requests, dispatches and receipts are reported by date range, and stock across the provinces is read from a map.
Provincial stock map
The stock position of the chosen form is shaded across the map, so provinces running short stand out at a glance.
Dispatch, request and receipt reports
Incoming requests, dispatches made, handover records and a per-form dispatch breakdown are listed by date range and exported to Excel.
Status dashboard
Waiting requests, the day's dispatches and forms running low are gathered on the opening screen.
Four steps from request to handover record.
The system holds the whole road — from the printing house to the cupboard in a field office — as one flow, and each step closes the record left by the one before it.
The office raises a request
The annual or daily request is entered with its justification and the quantity asked for.
Plan and dispatch
Requests are consolidated, the distribution plan is drawn up and the dispatch is issued; central stock comes down.
Serial range and handover record
For accountable forms the serial range sent is recorded and the handover record is printed from the system.
The office confirms receipt
The office receives the forms; the stock moves onto its books and the handover record is closed.
On your own server, with your own data.
BEYS runs inside your organisation's network; form definitions, serial numbers and handover records never leave it. The installation is configured around your own office hierarchy and your own list of forms.
Requirements: Windows Server · SQL Server · IIS · Your own network