Samarth

Vendor Bill Tracking System

Question 1: How to add Purchase Order in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, Purchase Order can be added by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Choose Manage Vendor Bill Payment from the left panel menu options.
  3. Click on Add Purchase Order
  4. Fill in the desired details and click on Save to add the Purchase Order.

Question 2: How to add Budget Heads in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, Purchase Order can be added by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Choose Settings from the left panel menu options.
  3. Select Manage Budget Heads
  4. Click on Add Budget Heads
  5. Fill in the desired details and Click on Save to add the Budget Heads.

Question 3: How to add Procurement Procedure Heads in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, Procurement Procedure Heads can be added by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Choose Settings from the left panel menu options.
  3. Select Procurement Procedure Heads
  4. Click on Add Procurement Procedure Heads
  5. Fill in the desired details and click Save to add the Procurement Procedure Heads.

Question 4: How to see the Reports in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, the admin can see the Reports by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Select the Reports option to see the reports.

Question 5: How roles are there in Vendor Bill Tracking?

Answer: Below are the roles in Vendor Bill Tracking.

vendor_admin

vendor_admin_view

vendor_dealing_assistant

vendor_department

Question 6: Do Inventory management and Bill-tracking depend on each other?

Answer: Yes, In inventory management an ima_admin needs to add the vendor’s details then only a vendor_admin adds the new purchase order in the Bill tracking system.

Question 7: Can we upload the existing copy of the purchase order?

Answer: Currently this feature is not available, what feedback are there please write us an email. The research team will review the feedback if it is feasible for the module, we will sure let you.

Question 8: How can we define the liquidated damages while processing the invoice of the vendor?

Answer: It is not incorporated into the system right now.

Question 9: Can universities use both GEM and E-procurement?

**Answer:**Currently, the GEM system is not integrated with Samarth.

Question 10: Whether bifurcation of the approval process of administrative hierarchy for bill tracking system is included in the system?

**Answer:**There is no internal policy for the approval of intermediaries in the system.

Question 11: Is there any system for recording the procurement process like GEM, E-procurement?

**Answer:**Any items purchased by the university become part of the inventory and will reflect the record of procurement either by GEM process or E-procurement process.

Question 12: Is there any system to record inventory during the procurement process?

Answer: This will be explained in the Inventory module.

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