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.

Vendor’s Role Description:#

Note: The following roles are used in the system to manage, process, and perform every action in the Bill Tracking module.

Start Configuration:-#

1. 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.

2. 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.

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 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.

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 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.

8. 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.

9. Receipt Approval Hierarchy:#

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

• Click on the Action icon to the Receipt Approval Hierarchy.Then Click on Create Receipt Approval Hierarchy.

• Fill in the details and click on Save.

Note: The Receipt Approval Hierarchy Process is optional and is not visible on the Settings page by default. To enable this feature, first navigate to Application Control and enable the receipt_approval_hierarchy_status control.

10. 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.

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. Employee Bill Identifier Master:#

Employee Bill Identifier Master is used to uniquely identify and track employee-related bills, ensure correct approval routing, and maintain consistency and auditability across the bill processing system.

• Click on the Action icon to the Employee Bill Identifier Master, Then Click on Add New.

• Fill in the details and click on Save.

Note: When the employee bill is generated using the Employee Bill Identifier with a category marked as Taxable, the deduction amounts associated with the identifier will appear in the Employee’s Single Sheet and will be included in their Gross Salary.

13. 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.

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.

2. Application Control:#

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

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.

   • 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.

     • 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.

Steps to Pay The Deduction of Bill’s in the Vendor Bill Tracking System#

In the report section, deductions can be paid in three ways:-

• Cheque Process for Deduction

• Cheque Process for Employee Deduction

• Cheque Process for Project Deduction

Cheque Process for Deduction:- To pay a deduction to a vendor bill, go to the Cheque Process under the Deduction section and follow these steps.

1. When you click the View button, a form opens containing three fields: Deduction, From Date, and To Date.

   • Deduction:- in this field, you can select the specific deduction for which you want to view paid or unpaid details.

   • From Date:- Select the start date from which you want to view the deduction records.

   • To Date: Select the end date up to which you want to view the deduction records.

2. After submitting the form, a new page opens displaying two cards: the first card shows the vendor’s paid deductions, and the second card shows the vendor’s unpaid deductions.

3. To view all vendor paid deductions, click the submit button on the view vendor paid deduction card.

4. To view all vendor unpaid deduction, click the submit button on the view vendor unpaid deduction card.

5. Once the view vendor unpaid deduction card opens, you will see a list of all unpaid deductions whose bills are paid but deduction is not paid.

6. Next, you need to select the bill for which you want to pay the deduction. After selecting the bill, click on the cheque creation button.

7. After clicking the cheque creation button, a form will appear. Fill in the required fields to create the cheque. I will provide the steps and details for each field.

   • Name on Cheque:- Enter the name that you want to appear on the cheque.

   • University Bank Account:- Select the bank through which the payment will be made.

   • Cheque No:- Enter the unique cheque number for the payment.

   • Cheque Date:- Enter the date on which the cheque will be issued.

   • Is the payment to be made to vendor:- Select Yes if the payment is to be made to the vendor. If Yes is selected, a field to choose the vendor will appear, allowing you to select the vendor directly. If No is selected, this field will not be displayed.

   • Remark:- Enter any additional notes or comments related to the cheque or payment.

   • Total Amount:- This amount is pre-filled and fixed based on the selected bill deduction. It cannot be modified.

8. After filling out the form, click the Proceed button to pay the deduction. Once the deduction is successfully paid, you can view it under the Paid Deduction card.

9. If there is a issue in the deduction payment, you can go to the paid deduction card and reverse it. Once reversed, the deduction will appear again under the unpaid deduction card, allowing you to pay it correctly.

   • NOTE:- By following the same process, you can pay deductions under both the Cheque Process for Project Deductions and the Cheque Process for Employee Deductions sections.

Steps to Adding Receipts in the Vendor Bill Tracking System#

When an institution receives money then it is recorded as receipt. Receipts can be of different nature. When an institution records the receipt, the debit and credit entries will be generated as per dual entry accounting system. Debit entry will go to the bank head i.e current asset head and the credit entry goes to the income head in most of the cases depending upon the use case accordingly.

How to create the nature of receipts?#

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 Settings in Manage Vendor Bill Payment to go to the bill tracking dashboard.

3. Go to the Nature of Receipts to create the nature of receipts of type UGC Fund Receipt (OH-31), UGC Fund Receipt (OH-35), UGC Fund Receipt (OH-36) by clicking on the Action button against Nature of Receipts.

4. Click on the ADD NEW NATURE OF RECEIPT button to create the new nature of receipt.

5. Fill in the details (specifically select UGC Fund Receipt (OH-31) or UGC Fund Receipt (OH-35) or UGC Fund Receipt (OH-36) for the receipt received from UGC) and click on SAVE button to save the Nature of Receipt or Receipt Type.

   • Receipt Type:- Give the name of the receipt type/nature of the receipt.

   • Receipt Category Type:- Select the category type of receipt

   • For example: If an institution wants to add the receipt type for funds received from UGC under Recurring OH-31 then select UGC Fund Receipt (OH-31) in Receipt Category Type.

   • Description:- In the description column, please add the description for the nature of the receipt to be created.

   • Status:- Put the status Active.

   By following the above steps institutions can create the various nature of the receipts of the various category types.

How to record the receipts in the Samarth portal ?#

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 Receipts in Bill Tracking to go to the Receipt Section.

3. Click on the ADD NEW RECEIPT button to add the receipt.

4. Fill in the details and click on the Save button.

   • Bank Account:- Select the Bank account in which receipt has been deposited.

   • Nature Of Receipt:- Select the nature of the receipt which has been created earlier.

   • Date Of Receipt:- Select the date on which the receipt has been deposited.

   • Amount:- Total Amount of the Receipt( which will be further broken down while adding the Receipt Breakup).

   • Comments:- Narration/Remarks or comments for the receipts.

   • Status:- Status should be Active.

5. Now click on the RECEIPT BREAKUP button to add the breakup of the amount in view of the income heads in which the whole amount or the bifurcation of the amount to be credited according to the accounting rules.

6. Click on the ADD NEW RECEIPT BREAKUP button to add the receipt breakup.

7. Fill in the details and click on the SAVE button to save the receipt.

   • Receipt Bill Status:- Receipt bill status can be kept as YES or NO, If it is YES then it means that the receipt belongs to any bill in case of advance is greater than payable amount while adjustment of the vendor/employee bill If the receipt is being taken for UGC funds then it should be selected as NO.

   • Department:- Organization unit can be selected for which receipt is being taken. For example,In case of UGC fund receipt department can be selected Finance and Accounts.

   • Budgetary FY:- Financial Year in which receipt to be taken.

   • Budget Category:- Category should be selected as Income (which can be created by the institutions in the Financial Supply chain Management module).

   • Budget Head:- The head in which receipt will be credited according to the rule of accounting.

   • Amount:- The breakup amount should be mentioned there, the amount should be equal to or less than the amount mentioned during the 4th step.

   • Payment Type:- Payment type can be selected as Cash/cheque or online.

   • Payment ID:- Payment Id can be mentioned accordingly.

   • Upload:- If there is any upload related to the payment, it can be uploaded here.

   • Remarks:- Remarks or narration can be mentioned here in the remarks column.

8. Click on the PUBLISH button to publish the breakup. When the published breakups amount will be equal to the amount entered in 4th step then the receipt will be in the published state.

9. After publishing the receipt,PRINT RECEIPT button will be visible there to take the print of the published receipt.

By following the above steps, institutions can record the receipts on Samarth Portal.

Steps to Add Previous Data in the Vendor Bill Tracking System#

• This feature is used to record unsettled advances and unsettled liabilities from previous financial years. Recording this data ensures continuity in financial records and provides a clear view of the organization’s outstanding receivables and obligations.

Access the Finance Module#

1. Log in using the administrative account with one of the following roles:

   • vendor_admin
   • vendor_previous_advance
   • vendor_previous_liability

2. Click on Finance to view the Finance modules.

3. Click on the Dashboard to open the vendor bill tracking dashboard.

Manage Previous Data#

1. Click on Manage Previous Data.

2. Select one of the following options based on your role:

• Manage Advances – to record unsettled advances (Roles: vendor_admin, vendor_previous_advance)

• Manage Liabilities – to record unsettled liabilities (Roles: vendor_admin, vendor_previous_liability)

Click on the Manage Advances button, then click Add Data to record previous unsettled advances.#

1. Fill in the following details:

   • Financial Year: Select the financial year from the dropdown in which the advance was provided.
   • Bill Category: Select the bill type—Vendor, Employee, or Project.
   • Reference No: Enter the reference number for the record.
   • Organization Unit: Select the organization unit for which the advance or liability needs to be recorded.
   • Bill Type: Select the applicable bill type.
   • Vendor/Employee:
     • Select a Vendor if the bill is related to a vendor or project.
     • Select an Employee if the bill is employee-related.
   • Budget Category: Select the appropriate budget category.
   • Budget Head: Select the budget head and subhead (if any).
   • Amount Recommended for Payment: Enter the amount of the advance to be recorded.
   • Approval Date: Select the date on which the advance was generated.
   • Bank Account: Select the bank account from which the advance was paid, if applicable.

2. Click the Save button.

3. Click the Publish button to submit the entry.

Click on the Manage Liabilities button, then click Add Data to record previous unsettled liabilities.#

1. Fill in the following details:

   • Financial Year: Select the financial year from the dropdown in which the liability was generated.
   • Bill Category: Select the bill type—Vendor, Employee, or Project.
   • Reference No: Enter the reference number for the record.
   • Organization Unit: Select the organization unit for which the advance or liability needs to be recorded.
   • Bill Type: Select the applicable bill type.
   • Vendor/Employee:
     • Select a Vendor if the bill is related to a vendor or project.
     • Select an Employee if the bill is employee-related.
   • Budget Category: Select the appropriate budget category.
   • Budget Head: Select the budget head and subhead (if any).
   • Bill Requested Amount: Enter the amount of the liability to be recorded.
   • Applicable Tax: Select any tax applicable to the bill that is configured in the bill tracking settings.
   • Total Tax (%): Displays the total tax percentage applicable to the bill.
   • Total Tax Amount: Displays the total bill amount including tax.
   • Deduction Category: Select the deduction category from the dropdown.
   • Applicable Deduction: Select any percentage-based deduction applicable to the bill that is configured in the bill tracking settings.
   • Total Deduction (%): Displays the total deduction percentage applicable to the bill.
   • Does Other Amount-Based Deduction Apply?: If any amount-based deduction applies, select this option and enter the deduction amount.
   • Approval Date: Select the date on which the liability was generated.
   • Payable Amount (Rs): Displays the amount payable to the vendor or employee after tax and deductions.

2. Click the Save button.

3. Click the Publish button to submit the entry.

Steps to Perform Bank Reconciliation in the Vendor Bill Tracking System#

Bank Reconciliation is the process of comparing and matching the payments recorded in an organization’s accounting records with the corresponding entries in its bank statement. This process ensures that both records are in agreement and helps identify and correct any discrepancies.

The primary purpose of bank reconciliation is to:

• Detect and correct errors

• Prevent fraud

• Ensure all financial transactions are accurately recorded

By performing regular bank reconciliations, organizations can maintain accurate financial records, ensuring transparency, reliability, and consistency in their accounting practices.

1. Log in with a user account assigned the Vendor_Bank_User role by the administrator, and click on Finance to view the finance modules.

2. Click on the Bill Tracking Dashboard to access the Bill Tracking Management section.

3. Click on Reports to view the list of available reports.

4. Click on the View button under the Update Transaction Details process to update the transaction details of recorded payments.

   • Select the Bank Account and the time period for which the payment transaction details need to be updated, then click Submit.
   • Download the Excel file, update the transaction details (including the Transaction ID and Transaction Number), and upload the updated file to save the changes.

5. Click on the View button under the Bank Reconciliation process to reconcile the payment transaction details recorded in the system with the bank statement.

   • Select the Bank Account and the time period for which the payment transactions need to be reconciled, then click Submit.
   • Download the Excel file, update the transaction details (including the Transaction ID and Transaction Number), and upload the file to check the reconciliation status.

By following the above steps, users can successfully reconcile the transactions recorded in the system with the corresponding bank statements on the Samarth Portal.

Steps to Perform Manual Journal Entry in the Vendor Bill Tracking System#

1. Log in with a user account assigned the Vendor_Manual_Journal role by the administrator, and click on Finance to access the finance modules.

2. Click on the Bill Tracking Dashboard to access the Bill Tracking Management section.

3. Click on Reports to view the list of available reports.

4. Click on Journal to access the journal module.

5. Click on the Add Journal button to create an adjustment entry.

Journal Entry Details#

• Journal Belongs To: Select whether the journal entry is related to organizational accounts or research project accounts.
• Journal Date: Select the date on which the journal entry should be recorded.
• Journal Voucher No: Enter the voucher number for the journal entry.
• Budgetary FY: Select the financial year in which the adjustment amount should impact the budget.
• Type: Select the type of journal entry from the dropdown:
  • Bill: Select if the adjustment is related to a paid bill.
  • Receipt: Select if the adjustment is related to a published receipt.
  • Manual: Select if the adjustment is not linked to any bill or receipt.
  • Contra: Select if the entry is for transferring funds between bank accounts.
• Is Applicable on Head: Specify whether the entry should affect the selected budget head as a deduction or an addition.
• Is Applicable on Cashbook: Indicate whether the entry should impact the cashbook of the selected bank account.
  (If set to Yes, at least one of the account heads must be a Current Asset (Bank Account)).
• Linked Voucher No: Select the reference number of the bill or receipt if the adjustment is linked to one.
• Debit: Select the account head to be debited, along with the amount and description.
• Credit: Select the account head to be credited, along with the amount and description.

Note: Ensure that the total debit amount equals the total credit amount.

1. Click the Add button after entering all details.

2. Click the Submit button to save the journal entry.

By following the above steps, users can successfully add manual journal entries in the Samarth Portal.

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