Documentation
Agents
Agents connects Circulation geography and operating setup to supply, billing, collections, portal access and financial exit settlement.
What Agents is for
Agents maintains the circulation agents who participate in distribution/supply, billing, collections and related Circulation operations.
A saved Agent also provides Portal Access and the operational Agent Exit / Settlement lifecycle.
Find and open an Agent
Open Circulation -> Agents.
Search, sort and page by Mandal, Agent Name, Mobile, District, Edition Center and Status, then click a row to open Agent Details.
Create an Agent
Choose Create and maintain Agent Name, matching State/District/Mandal geography, Mobile, Edition Center, Commission, monthly Distribution Charges, Dispatch Route and Status.
Select Edition Center before choosing the route. Changing Edition Center clears the previous Dispatch Route so a route can be selected for the new operating context.
Create the Agent account
New Agent setup can also create a CIC Agent account. Account Name initially follows Agent Name.
Agent finance and Agent Exit / Settlement use the Agent account.
Portal Access
Portal Access becomes available after the Agent is saved.
Use it to map an existing portal user, create a portal login, maintain primary/status mapping or deactivate a mapping.
Action: Agent Exit / Settlement
Use Actions -> Agent Exit / Settlement when the operational Agent relationship is ending and ledger/deposit balances need to be settled.
The action is available for a saved Agent that is not already Exited. It is disabled after the Agent has been Exited.
When the dialog opens, wait for the settlement preview before confirming. Confirm Exit is disabled until the preview is available.
Settlement preview
Agent shows the Agent being exited.
Account shows the CIC Agent account used for settlement.
Ledger Balance shows the current account balance with Dr/Cr meaning.
Deposit Balance shows the remaining available Agent deposit.
Expected Pay/Receive indicates whether the current position expects a collection from the Agent, a payment to the Agent, or no payment after considering ledger and deposit balances.
Settlement field: Exit Date
Exit Date is required and defaults to the current date.
Change it when the effective Agent exit date is different.
Settlement field: Settlement Payment Method
Settlement Payment Method records how the settlement is handled.
The current dialog defaults to CASH. Change it to the actual settlement method used by your business.
Settlement field: Exit Reason
Exit Reason is required.
Enter why the Agent relationship is ending. The reason is retained with the Agent exit and settlement history.
Option: Adjust deposit to ledger due
This checkbox is selected by default.
When the Agent has a Dr/outstanding ledger balance and available deposit, the system can apply available deposit against that amount, only up to the outstanding due.
Option: Collect/pay remaining cash
This checkbox is selected by default.
If an Agent Dr balance remains after deposit adjustment, keep this enabled so the remaining amount can be settled during exit.
If a Dr balance remains and this option is cleared, the system blocks the exit instead of leaving an unsettled Dr balance.
When the ledger has a Cr balance in the Agent’s favour, the settlement records the amount payable to the Agent.
Option: Refund remaining deposit
This checkbox is selected by default.
After any deposit adjustment, keep it enabled to refund remaining available deposit.
If a deposit balance remains and refund is disabled, the system blocks the exit instead of leaving the deposit unresolved.
Settlement fields: Payment Reference and Notes
Payment Reference is optional. Enter a receipt, transfer, bank, cheque or other settlement reference when applicable.
Notes is optional and stores additional settlement remarks.
Cancel and Confirm Exit
Cancel closes the dialog without posting the Agent exit.
Confirm Exit validates the required information and begins settlement posting. While posting is in progress, the dialog is protected from being closed partway through processing.
What Confirm Exit does
The system first applies available deposit against an Agent Dr balance when that option is selected.
Any remaining Dr amount is collected/settled when remaining collection is enabled. Any ledger Cr amount payable to the Agent is settled.
Remaining available deposit is refunded when that option is selected.
The exit settlement is posted, the Agent is marked Exited, and exit date/reason/settlement details are retained.
The Agent becomes read-only after the exit is completed.
When the exit is blocked
The system does not complete the exit when required settlement conditions are unresolved.
Examples include a missing Agent account, missing Exit Date or Exit Reason, a remaining Dr balance while remaining collection is disabled, or a remaining deposit balance while refund is disabled.
Correct the condition and run the action again.
Settlement voucher after posting
After settlement posting succeeds, the system attempts to generate and download the Agent Exit Settlement Voucher.
Voucher generation is a separate final step. If voucher generation fails, the Agent exit remains completed and a warning is shown.
Action: Print Exit Settlement Voucher
Open the Exited Agent, choose the three-dot Actions button, then choose Print Exit Settlement Voucher.
The action is disabled until an exit settlement exists.
If a voucher already exists, the existing settlement voucher is reused for download. If it has not been generated yet, the system attempts to generate it and then downloads it.
A voucher-generation error does not change the already-posted exit settlement.
Exit details after settlement
After exit, Agent Details displays Exit Date, Exit Reason and Settlement Status.
The Agent is read-only and Agent Exit / Settlement is disabled.
Delete only unused Agents
Delete is intended only for an unused Agent created by mistake.
Agents referenced by accounts, portal mappings, deposits, settlements, bills, notes, indents, print orders, receipts or subscriptions are protected from Delete.
Related pages
Frequently asked questions
Where is Agent Exit / Settlement?
Open a saved Agent and choose the three-vertical-dots Actions button beside Save and Close, then choose Agent Exit / Settlement.
Why is Agent Exit / Settlement disabled?
It is disabled after the Agent has already been Exited.
Why is Confirm Exit disabled?
The settlement preview must finish loading before Confirm Exit becomes available.
What does Expected Pay/Receive mean?
It indicates whether the current ledger/deposit position expects collection from the Agent, payment to the Agent, or no payment for settlement.
Why did exit stop after I cleared a settlement option?
The system blocks exit while a required Dr balance collection or remaining deposit refund is unresolved.
The Agent is Exited but the voucher did not download. Is the exit lost?
No. Voucher generation occurs after posting. Use Actions -> Print Exit Settlement Voucher to obtain the voucher.
Why can’t I delete an Agent?
The Agent is Exited or has operational/accounting references. Use the Agent lifecycle instead of deleting history.
Why did Dispatch Route clear after changing Edition Center?
Select a Dispatch Route for the newly selected Edition Center.
When can I configure Portal Access?
After the Agent has been saved.