Bill Tracking System

Introduction#

A system for bill tracking to facilitate the tracking of bills/invoices submitted by the various vendors and employees to the institution is named as Bill Tracking System or Vendor Management System.This system has been introduced for ensuring transparency and timely payments to vendors and employees of the university.The bill tracking system is used for tracking of bills and its movement right from the receipt of bills in the institution till the recording of payment of bills by the finance department of the institution.

The Samarth Bill Tracking module is works in the integration with the Financial Supply Chain Management(Budget) and generates dynamic accrual accounting statistics like journals,ledgers,trial balance and helps institutions to prepare their accounts.All the manual bills/invoices to be paid to the vendors,employees etc,are feed into this system. The system is capable of handling GST details and deductions like TDS, Cess, and Security Deposits. The system allow selecting Vendor Details which are already added by the institution and allows input of invoice data (invoice number,invoice date, invoice amount attributes etc).Moreover, the configured tax method (by the institution) allow users to apply GST tax applicable.The bank list can be generated for payment purposes wherein a bank detail from which payment is to be done is selected.

How to Configure the Bill Tracking System?#

1. Login using the administrative user credentials with the vendor_admin role and Click on Finance to go to see the Finance modules.

2. Click on the Manage Vendor Bill Payment to go to the vendor bill tracking dashboard.

3. Click on the Settings to go to the settings and start the configuration.

1. Manage Procurement Procedure:#

• Click on the Action icon Manage Procurement Procedure to manage the procedure for the purpose of procurement of the goods and services.

• Click on the Add Procedure Procurement Head to create the procurement head then,Fill the Procurement Procedure Head details to be created and mark the status as Active and click on Add.

2. Application Declarations:#

• Click on Action the Application Declaration to view or edit the various declarations to be used at various stages.

3. Manage Tax Method:#

• Click on the Action icon to Manage Tax Method to create the various GST Slabs to be used while processing the bills,then Click on Add New Method.

• Enter the details regarding the tax slab and click on Save.

4. Manage Deductions:#

• Click on the Action icon to Manage Deductions to create the various deductions like TDS(1942,194J) Cess, Security Deposit, etc. to be used while processing the bills,then Click on Add New Deduction.

• Enter the details regarding the deduction and click on Save.

5. Bill Type:#

• Click on the Action icon the Bill Type to create the various vendor bill types like Equipment procurements bills, AMC bills, Telephone bills, etc. and employee bill types like IPD Medical Bills, OPD Medical Bills, Medical Advances, etc.to be used in the institution.Click on Add Bill Type.

• Fill in the details and click on Save.

6. Approval Hierarchy:#

• Approval hierarchies are to be defined for the different bill types (created in a recent step) under vendor and employee bills categories. Approval hierarchies can also be defined on the basis of amount. To create the approval hierarchy, Click on the Action icon to Approval Hierarchy.Then Click on Create Approval Hierarchy.

• Fill in the details and click on Save.

Example:

• Configuration visible in the image means, the bill of type Lab Equipment type under Vendor bill category from IIC organization unit on the basis of amount from 1 to 100000 where default authority i.e the administrative user assigned with vendor_default_authority role (the user who can verify and approve bills in case any verifier or approver are not present to take the action on the bill), the verifier i.e the administrative user assigned with vendor_verifier role (who can verify the bill/voucher, verifiers can be multiple from order 1 to 20 and bill/voucher will travel according to the defined order and the same applies for the approver), approver i.e the administrative user assigned with vendor_dealing role and the payment_user i.e the administrative user assigned with the batch_creator role is being defined accordingly.

Example:

after the creation of the bill by the bill creator and verification by the bill verifier within the department (user assigned with vendor_department role can do both actions i.e creation of the bill and verify the bills within the department ) the bill goes to the verifier of order 1, after the successful verification it goes to verifier of order 2 and so on.After the successful verification by the highest order verifier the bill goes to the approver of order 1 then after the successful approval it goes to order 2, and so on. After the successful approval by the highest order approver, the bill goes to the user assigned with the vendor_batch_creator role for the payment record.

Note: Only The users assigned with the corresponding roles in user management module will be visible in the dropdowns of the Default Authority, Verifier, Approver, and Batch Creator field set respectively. For the details of the available roles please refer to the roles sheet provided by the Samarth Team.

7. Concurrence Approval Hierarchy:#

The same mechanism as defined in the recent step applies in this configuration.

• Click on the Action icon to the Concurrence Approval Hierarchy.Then Click on Add Concurrence Approval Hierarchy.

• Fill in the details and click on Save.

8. Bill User OU Mapping:#

Bill User OU mapping configuration needs to be done to define the bill creator (the administrative user assigned with vendor_bill_creator role who will be creating the bills for the selected organization unit), verifier within the department (the administrative user assigned with vendor_department_verifier role who will be responsible for verification of created bill by bill creator and giving the input to the system regarding the budget heads to be used for recording the expenditure for the selected organization unit ), employee bill creator(the administrative user assigned with vendor_employee_admin role) on the behalf of the employees for the selected organization unit.

Note: the user can create the bill but the bill can be forwarded only when the budget allocation for the respective organization unit will be there.

• Click on the Action icon to the Bill User OU Mapping,Then Click on Add Mapping.

• Fill the details and click on Save.

As per the image,saving the Bill user OU Mapping means that the bill type Lab Equipment bills of Vendor bill category the selected user id will act according to the selected role in the Role name fieldset for the selected Organization unit.

9. Mapping Bank Account With Batch Creator:#

In this configuration, the administrative user with role vendor_batch_creator can be mapped with the bank accounts which will be used to record the payments accordingly.

• Click on the Action icon to the Mapping Bank Account with Batch Creator,Then Click on Add Mapping.

• Fill in the details and click on Save.

• Configuration in the above image means that the particular selected Batch Creator can record the payment in the selected University Bank Account.

10. Nature Of Receipts:#

• Click on the Action icon to the Nature of the Receipts, Then Click on Add New Nature of Receipts.

• Fill in the details and click on Save.

When the receipts will be taken using this Nature of category type Internal Resource Generation.The amount of receipt will contribute to KPI as IRG is included in the KPI generation.

11. Payee Details:#

Payee details should be added for the purpose of employee bills. Empanelled hospital bank account details can be added here in the portal.For example,if an employee will apply for the medical advance then according to the rules institution needs to do the payment directly to the hospital if it is empanelled with university.

• Click on the Action icon to the Payee Detail, Then Click on Add Payee Detail.

• Fill in the details and click on Save.

12. Bill Type:#

• Click on the Setting icon the Bill Type to create the various vendor bill types like Equipment procurements bills, AMC bills, Telephone bills etc. and Employee Bill types like IPD Medical Bills, OPD Medical Bills, Medical Advances etc.to be used in the institution. Click on Add Bill Type.

13. Concurrence User OU Mapping:#

• Click on the Setting icon the Concurrence User OU Mapping to create the various Concurrence User OU Mapping.to be used in the Concurrence.Click on Add Mapping.

14. Email Template:#

• This section includes multiple default email templates (e.g., Pending Bill Notification, Request for Batch Creation, Bill Approval Requests, Objection Notifications, Payment Confirmations) that you can use or edit as needed.

15. Bank Letter Template:#

• This section includes multiple default Bank Templates (e.g., PROJECT DEDUCTION, EMPLOYEE DEDUCTION, VENDOR DEDUCTION, PROJECT BILL, EMPLOYEE BILL, VENDOR BILL) that you can use or edit as needed.

Steps to Adding Vendor Bill in the Vendor Bill Tracking System#

• Creation of Vendor bills by the administrative user assigned with vendor_bill_creator role from the Bill User OU Mapping Settings in Bill Tracking System settings

1. Login using the administrative user credentials with the vendor_bill_creator role which has been assigned by admin and Click on Finance to go to see the Finance module.

2. Click on the Manage Vendor Bill Payment to go to the vendor bill tracking dashboard.

3. Click on the Add new Vendor Bill in Manage Vendor Bill Section.

4. Click on the Add Bill button and then fill all the details according to the invoice provided by the vendor and then Click on Save Button. The bill form has been opened. Please provide all the requested information.

   • Organization Unit: Select the organization unit for which the bill needs to be raised. (Please ensure that the budget has been allocated to the concerned OU in the respective heads in which expenditure to be recorded in respect of the bill be created.

   • Bill Approval Hierarchy Type: Select the “Bill Approval Hierarchy Type” according to which this bill goes to the verifiers, approvers and batch creator respectively. Bill approval hierarchy type can be configured in the Settings of Bill tracking System.

   • Purchase Order Details: If the purchase order has been created then it can be selected accordingly. If the purchase order is not there then it can be skipped by ticking skip purchase order accordingly.

   • Budgetary FY: Select the budgetary financial year, for which the expenditure to be recorded.

   • Vendor: Select the vendor accordingly.

   • Do you want vendors to verify the GST?
     If any user selects Yes here then an email (in which link to the bill to be mentioned) will go to the vendor and the vendor can check the details of the bill which is being processed for him accordingly.

   • Type of Payment:

     • Advance Payment: If advance payment is being selected, then it means the user is processing the bill in which advance payment will be given to the selected vendor after approval.

     • Final Payment: If the final payment is being selected, it means the user is processing the bill in which the final payment will be given to the selected vendor after approval.

     • Advance payments can also be adjusted.

     • Partial Payment: If the payment is to be done partially to the vendor then, Partial payment option can be selected here.

     • Bill No: Invoice number/Bill number should be entered here in this field set.

     • Bill date: Invoice date/Bill date can be entered here.

     • Upload Bill (Scanned copy): Invoice/Bill copy should be uploaded here accordingly.

     • Bill Amount without Tax: Bill Amount without tax (amount mentioned in the invoice excluded applicable GST) should be entered here.

     • Applicable Taxes: Select the applicable taxes as mentioned in the invoice.

     • Invoice amount: Invoice amount will be calculated as (Bill amount without Tax + Applicable tax).

     • Remarks at the time of bill creation: The Bill creator can give the remarks at the time of bill creation.

     • Last date of verification: The last date of verification can be selected for the verification by the vendor if you want vendors to verify the GST? can be selected as Yes.

     • Then click on the Save button.

5. Click on the view button or reference number of the invoice.

6. Click on the Verify Bill Details button to verify the bill details.

7. Click on the ReCalculate Button to perform the auto-recalculation. Fill in the Remarks, click on the declaration, and click on the Save button.

8. Click on the Submit button.

9. Login with the administrative user mapped as Vendor_department_verifier or Vendor_department in the bill user OU Mapping for the bill type and the OU in the bill tracking settings.

10. Click on the Manage Vendor Bill Payment to go to the bill tracking dashboard.

11. Click on the Manage Pending Bills to take action on the Vendor Bills pending with the user.

12. Click on the Creator Submitted The Bill,Forward For Further Process button and then fill all the details according to the allocation of the budget and then Click on Forward the performa for verification Button.

• Query Status: If the user is having any objection in any details of the bill then select the query status as Query Raised and send the bill back to previous user, if not then select the query status as No Query.

• Whether the goods/services have been received as per the bill: If the goods/services received are according to the bill, select YES otherwise select NO and mention the reason of the difference.

• Procedure of Procurement: Select the mode of payment configured in the settings, through which the procurement took place.

• Details of Stock: Mention the details of the stock which are received in the bill.

• Budget Category: Select the Budget Category in which the budget has been allocated.

• Budget Head: Select the Budget Category in which the budget has been allocated.

• Budget SubHead: Select the Budget Category in which the budget has been allocated.

• Amount Recommended For Payment(Rs.): Amount of the bill required to be paid to the vendor.

• Diary Number: Mention the diary number in which the department made an entry when received this bill.

• Diary Date: Mention the diary date on which the department made an entry when received this bill.

• Remarks by Department: Put the remarks or additional details required to be mentioned.

Then click on the Forward the Proforma For Verification button.

Steps to Adding Employee Bill in the Vendor Bill Tracking System#

Create employee bills using the employee’s personal account.

1. Log in using the personal user credentials of the employee and Click on Finance to go to see the Finance module.

2. Click on the Manage Employee Bills to go to the bill tracking dashboard.

3. Click on the Add Bill button and then fill in all the details according to the invoice provided by the vendor and then Click on the Save Button.

   • Bill Approval Hierarchy Type: Select the “Bill Approval Hierarchy Type” according to which this bill goes to the verifiers, approvers, and batch creator respectively. Bill approval hierarchy type can be configured in the Settings of Bill Tracking System.

   • Employee Bill Identifier: Select the identifier for that bill which can be created in the settings of the Bill Tracking System Or Employee can skip this column.

   • **Are you raising this bill for your dependent?:**Select whether the employee is raising this bill for their dependent or not. If the employee is raising this bill for their dependent then they can select the dependent which are verified.

   • Budgetary FY: Select the budgetary financial year, in which the expenditure needs to be recorded.

   • Bill No: Write the Bill Number.

   • Bill Date: Select the Bill Date.

   • Type Of Payment: Select the type of payment .

     • CLAIM

     • FINAL PAYMENT

     • ADVANCE PAYMENT

   • Bill Amount (Requested By Employee): Enter the amount of the Bill the Employee wants to claim.

   • Advance Reference No: When the type of payment will be selected as FINAL PAYMENT this field will be visible. In which the user can select the reference number of advance given to the employee for this bill.

   • Advance Amount (if any) Rs: The amount given to the employee as advance will be visible in this column.

   • Refund Amount (if any): If the advance amount is greater than the amount of the bill the difference will be visible in this column.

   • Receipt Reference No: When the advance amount is greater than the amount of the bill, the employee needs to return it to the institution for which a receipt needs to be generated in respect of this bill. The receipt will be visible in the drop-down menu that can be selected here.

   • Payable Amount (Rs.): If the advance amount is less than the amount of the bill the difference will be visible in this column which needs to be paid to the employee

   • FOR EXAMPLE: If any employee has taken an advance of rs 10000 for any expenditure and now he is giving the settlement bill for such advance by selecting the Payment Type as Final Payment then the following conditions can be there:

   • Condition 1: Advance Amount = Settlement Amount, For the advance of rs. 10000 the settlement bill is also of rs 10000 Payable amount will be 0 and the employee can proceed further with the bill.

   • Condition 2: Advance > Settlement, For the advance of rs. 10000 the settlement bill is rs 8000. In such case, the balance of rs 2000 will be visible in the refund amount column and the receipt needs to be taken for rs 2000 which will be visible in the next column of Receipt Reference Number.

   • Condition 3: Advance < Settlement, For the advance of rs. 10000 the settlement bill is rs 12000. In such case, the balance of rs 2000 will be visible in the Payable Amount column and the institution needs to pay rs.2000 to the employee.

   • Payee Detail: If the bill amount needs to be paid to any other person or organization on behalf of the employee, the Employee can add the details of the concerned person or organization in the Payee Details in the settings of the Bill Tracking System and select it during the creation of the bill.

   • Additional 2: If the Employee is raising this bill for their dependent then they can give the additional details of the employee or the bill in this column.

   • Remarks: Any other details that want to be written can be write in the Remarks section.

   • Upload Bill (Scanned Copy) [up to 5 MB]: The user can upload a scanned copy of the bill.

   • After filling in all the details, Click on the Save button.

4. Click on the Submit button and the bill will move toward the vendor department verifier or vendor department of such bill type and department configured in the settings of the Bill Tracking System.

5. Login using the administrative user credentials with the role of vendor_department_verifier or vendor_department and Click on Finance to go to see the Finance modules.

6. Click on the Manage Vendor Bill Payment to go to the bill tracking dashboard.

7. Click on the Manage Employee Bill to take action on the Employee Bills.

8. Click on the reference number or the EYE button to take action on the required Bill.

9. Click on the Bill Submitted, Forward For Further Process and fill in all the details.

   • Department For Budget: Select the department/Organization Unit to whom the budget has been approved to record the expenditure.

   • Budget Category: Select the Budget Category in which the budget has been allocated for the expenditure.

   • Budget Head: Select the Budget Head in which the budget has been allocated for the expenditure.

   • Budget Sub Head: If the budget has been allocated in the subhead then select the subhead.

   • Admissible Amount By Department: If the department wants to approve any amount less than the requested amount by the employee then they can fill the amount in this column.

   • For Example: If any employee requests rs 10000 but the department wants to approve only rs 8000 for such expenditure then the department can put the admissible amount in the Admissible Amount By Department and forward it for further process.

   • Advance Reference No: The Department can select the advance given to the employee for such expenditure.

   • Deduction Category: The category of percentage can be selected from the dropdown.

   • Applicable Deduction: Select any percentage-based deduction applicable to the bill that is configured in the settings of the bill tracking.

   • Total Deduction(%): The total percentage of the deduction applicable on the bill will be visible.

   • Does Other Amount-Based Deduction Apply?: If any amount-based deduction is applicable on the bill, that can be selected and the amount of deduction can be given.

   • Advance Amount (if any) Rs: The amount given to the employee as advance will be visible in this column.

   • Refund Amount (if any): If the advance amount is greater than the amount of the bill the difference will be visible in this column.

   • Receipt Reference No: When the advance amount is greater than the amount of the bill, the employee needs to return it to the institution for which a receipt needs to be generated in respect of this bill. The receipt will be visible in the drop-down menu that can be selected here.

   • Payable Amount (Rs): If the advance amount is less than the amount of the bill the difference will be visible in this column which needs to be paid to the employee.click on the ReCalculate button.

   • Total Amount Sanctioned: The amount which is sanctioned for the expenditure will be shown in this column.

   • Diary Number: Record the diary number.

   • Diary Date: Select the diary date.

   • Remarks By Department: Any remarks can be given by the department in this column.

   • The user will mark the declaration by clicking on the check box and clicking on the Submit button.

10. Login using the administrative user credentials with the role of vendor_verifier and Click on Finance and then on Manage Vendor Bill Payment in the Bill Tracking card.

11. Click on the reference number or the EYE button to take action on the required Bill.

12. click on the Forward The Bill button and fill in all the details.

13. Fill in the following details:

    • Condition 1: If the Status is selected as NO Query, then fill in the Remarks and click on the Submit button after checking on the check box of declaration.

    • Condition 2: If the Status is selected as Query Raised.

    • Remarks: Put the Remarks in the Remarks column.

    • Return To: Select the user to whom the bill is required to be returned back.

    • Clarification Status: Select the required option whether only clarification is required or any upload is also required along with the clarification, and Click on the Submit button.

    • Perform Steps 10 to 12 by all the users who are mapped in the hierarchy as the bill verifiers.

14. Login using the administrative user credentials with the role of vendor_dealing_assistant (Vendor Approver) and Click on Finance and then on Manage Vendor Bill Payment in the Bill Tracking card

15. Click on the reference number or the EYE button to take action on the required Bill on Manage Pending Bills in the Employee bill section.

16. Click on the APPROVE THE BILL button.

    • Select the Objection Status as No Query, put the remarks, and click on the submit button after clicking on the declaration.

    • Follow the same procedure by all the users mapped as vendor_dealing_assistant (Bill Approver).

17. Login using the administrative user credentials with the role of vendor_batch_creator and Click on Finance and then on Manage Vendor Bill Payment in the Bill Tracking card.

18. Select the bills by clicking on the CHECKBOX for which the batch needs to be created for payment and click on Batch List Generation.

19. Select the Mode of Payment and Bank Account through which the payment needs to be recorded and click on Proceed.

20. Click on the batch and then click on Bulk Payment.

21. Fill in the Cheque details and click on Submit.

22. Login using the administrative user credentials with the role of vendor_batch_creator and Click on Finance and then on Reports in the Bill Tracking card.

23. Click on the view button of Cheque Process for Employee Deductions.

24. Select the deduction and the time period for which payment needs to be done and click on Submit button.

25. Select all the bills required to be paid and click on the CHEQUE CREATION button.

26. Fill in the details of the cheque and select whether the payment is required to be paid to the vendor or concerned authorities.

    • NOTE:- By following the above-mentioned steps any user can create an employee bill,verify,approve and record the payment of bills and the payment of the deductions as well.

Vendor’s Role Description:#

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