Training Manual of E-Billing

Transcription

1 Department f Finance Gvernment f Bihar Cmprehensive Financial Management System (CFMS) Training Manual f E-Billing Gvernment Industry Slutin Unit (ISU) January, P a g e

2 TABLE OF CONTENTS 1. GETTING STARTED Intrductin Purpse Pre-requisite Lg-In t ebilling Mdule Prcess in ebiling: Expenditure Sanctin Step 1- Lgin int applicatin with Expenditure Sanctin Maker Lgin id Step 2- Click n Expenditure Sanctin link in the menu tree n left side Step 3- User Clicks n Initiate Expd. Sanctin buttn Step 4- Payee/PL Buttn Descriptin Step 5- Sanctin Rule Buttn Descriptin Step 6- Attachment Buttn Descriptin Step 7- Checklist Buttn Descriptin Step 8- Click n the Task List t Frward Created Sanctin Step 9- Nw Lgin with Checker Lgin id Step 10- Lgin with Apprver Lgin id t apprve the Expenditure Sanctin Bill Preparatin, Verificatin And Submissin t Treasury Step 1- Lgin with ebilling Maker s id Step 2- Cmmn Bill details capture Step 3- Bill Specific (Fully Vuched Cntingent Bill) Buttn Step 4- Additinal Certificate Buttn Step 5- Attachment Buttn Step 6- Checklist buttn Step 7- Payee Buttn Descriptin Step 8- BT Detail Buttn Step 9- Cancel Buttn Step 10- Click n the Task List t Frward Created Sanctin Step 11- Lgin with Checker Lgin id Step 12- Lgin with Apprver Lgin id t apprve the Bill Glssary LIST OF FIGURES Figure 1 : CFMS Applicatin Lgin Screen... 7 Figure 2 : CFMS Applicatin E-Billing Mdule Icn... 7 Figure 3 : Expenditure Sanctin hme page... 8 Figure 4 : Screen fr Expenditure Sanctin Initiatin... 9 Figure 5 : Buttns available after first save Figure 6 : Payee/PL screen Figure 7 : LV screen fr selecting Payee Figure 8 : Select Payee in the Payee screen Figure 9 : Suggesting list fr Payee selectin P a g e

3 Figure 10 : Screen fr Expenditure Sanctin Rule Figure 11 : Screen fr Expenditure Sanctin Attachment Figure 12 : Screen fr Checklist Figure 13 : Screen fr Tasklist Figure 14 : Selecting whm t Frward Figure 15 : Screen fr Bill Entry Cmmn Bill Figure 16 : Screen fr Cmmn Bill Entry Cmmn Bill after first save Figure 17 : Bill Specific (Fully Vuched Cntingent Bill) screen Figure 18 : Screen fr Additinal Certificate Figure 19 : Attachment Screen Figure 20 : Checklist Screen Figure 21 : Payee screen in Bills where Expd Sanctin is mandatry Figure 22 : Payee screen in Bills where Expd Sanctin is nt required Figure 23 : LV screen fr selecting Payee Figure 24 : BT Detail screen Figure 25 : BT Detail screen (part-2) Figure 26 : Screen fr Tasklist Figure 27 : Selectin f user whm t frward the request P a g e

4 1. GETTING STARTED This Grup prvides infrmatin fr accessing the applicatin. Brwser Requirements The URL is cmpatible with all versins f Ggle Chrme Accessing CFMS Prtal: Nte: This is the link fr training purpse nly. The link fr prductin will be ntified by the respnsible authrities in due time. 4 P a g e

5 2. Intrductin Expenditure Management has the fllwing mdules: ebilling this mdule cvers the fllwing functinalities: Expenditure Sanctin Bill preparatin including Pay Bill (excluding bill/payment request generated in Pensin mdule and Depsit Accunt Mdule) Emplyee Maintenance Treasury Pensin This training manual will cver nly ebilling except emplyee Maintenance and Pay Bill. An expenditure sanctin is a pre-requisite fr the creatin f bill except fr Pay bill, Pensin bill, Detailed Cntingent (DC) bill, and Utilizatin certificate (UC) bill. E-Billing mdule is designed t capture different types f bills alng with applicable schedules, supprting attachments, checklist, payee list int the system and submit the same t Treasury. Creatin f Expd Sanctins and Bills will be dne by using activities tagged t the user detailed belw. These activities will be unique fr an ffice, privileges f users pssessing these activities are as indicated belw:- Expd Sanctin Maker - Create/mdify Expenditure sanctin Details and Frward the request t Checker Expd Sanctin Checker Verify the request and frward t Apprver r send back t Maker fr crrectin r Initiate the New Request. Expd Sanctin Apprver Can send back, reject, apprve and digitally Sign the Request; cannt create/mdify the request. ebilling Maker (Billing Assistant) - Create/mdify Bill Details and Frward the request t Checker ebilling Checker (Head Clerk) Verify the request and frward t Apprver r send back t Maker fr crrectin r Initiate the New Request. ebilling Apprver Can send back, reject, apprve and digitally Sign the Request; cannt create/mdify the request. 5 P a g e

6 2.1 Purpse The purpse f the e-billing training manual is t facilitate users in learning creatin/mdificatin/apprval f expenditure sanctin and nline bills in the CFMS applicatin. 2.2 Pre-requisite The fllwing are the pre-requisite t accessing the ebilling Mdule: - CFMS url shuld be available with the User wanting t Lg-in User ID & Passwrd prvided thrugh CFMS shuld be available with the user. Expenditure Sanctin Activity and/r Bill Preparatin including Pay Bill Activity as mentined in intrductin sectin f this dcument. Fllwing ebilling related master shuld have relevant master data. Bill Master Claim Type Master Bill Claim Type Mapping Detail Head, Sub-Detail Head - Bill Claim Type Mapping Attachment Master Bill Claim Type - Attachment Mapping Master Bk Transfer Master Bill Claim-Bk Transfer Master Checklist Master 2.3 Lg-In t ebilling Mdule The fllwing are the steps t Lg-in t CFMS and access ebiling. Step 1- Lgin in applicatin with the User tagged t activity Expd Sanctin r Bill Preparatin including Pay Bill as required URL f the Applicatin (Will be used nly fr training purpse). CFMS has tw factr authenticatin as f nw - passwrd (Knwledge Factr) and OTP (Pssessin Factr) as required, hwever, in training envirnment OTP has been enabled nly fr setting new passwrd. User needs t prvide required authenticatin factr alng with User ID. User will be re-directed t page with the icn f the ebilling Mdule after lgin t CFMS applicatin. Clicking n ebilling will re-direct the user t ebilling Applicatin. User may be assigned with the different activity mapping fr an ffice. A user shuld select the required activity and click n Submit buttn. 6 P a g e

7 Figure 1 : CFMS Applicatin Lgin Screen Figure 2 : CFMS Applicatin E-Billing Mdule Icn 7 P a g e

8 3. Prcess in ebiling: There are tw main parts in ebilling Expenditure Sanctin Bill Preparatin Tasklist Bill Wrk & Frest Master Maintenance Befre CFMS Security Data Capture Pay Bill The Expenditure sanctin initiatin screen is used t raise request fr new expenditure sanctin 3.1 Expenditure Sanctin Step 1- Lgin int applicatin with Expenditure Sanctin Maker Lgin id Enter the applicatin Lgin id and passwrd f Maker Step 2- Click n Expenditure Sanctin link in the menu tree n left side e-billing > Expenditure Sanctin An existing Expenditure sanctin can be searched based n Head f Accunt r Status r based n the Expenditure Sanctin Number. Enter Head f accunt manually r using LV Figure 3 : Expenditure Sanctin hme page Fr New Sanctin Creatin: Click n e-billing > Expenditure Sanctin link in menu tree. Select the Head f accunt frm Lv r Enter Manually & Click n Initiate Expd Step 3- User Clicks n Initiate Expd. Sanctin buttn After User Clicks n Initiate Expd. Sanctin buttn Belw screens will appear 8 P a g e

9 Figure 4 : Screen fr Expenditure Sanctin Initiatin Belw fields are aut-ppulated fr expenditure sanctin initiatin: Office Name : Display nly field Apprver s Designatin : Display nly field Head f Accunt : Display nly field, ppulated frm search screen Status : Display nly field, Will be disaplyed nly when Expd.Sanctin number is generated Financial Year : Display Only field, current financial year Charged/Vted : Display Only field Expenditure Type : Display nly field, ppulates based n Bill claim type Expenditure Sanctin N. : Display nly field, Aut ppulates nce the Expd Sanctin is saved Expd. Sanctin Date : Display nly field, current date Department : Aut ppulates based n lgged in user s ffice Expd Sanctin Net Payment : Aut-ppulates based n Expd Sanctin Grss Amunt and Expd Sanctin BT Amunt Enter the fllwing fields Frm LV : 9 P a g e Cpy frm Previus Expd. Sanctin : Nn-mandatry, Select frm LV. Only last five expenditure sanctin can be searched fr the current financial year fr the selected Bill type, Claim type and HA. On selecting this ptin, all the fields, namely Expenditure Sanctin Grss Amunt*, Expd. Sanctin BT Amunt*, Expd. Sanctin Net Payment*, Sanctin Subject*, Reference(s), Preamble*, Order Text*, Additinal Text, Cpy T* alng with Payee Details, sanctin Rule, will be aut ppulated frm the selected previus Expenditure Sanctin and will be in editable mde. Bill Descriptin* : Select frm LV if Cpy frm Previus Expd. Sanctin is nt used Claim Type* : Select frm LV if Cpy frm Previus Expd. Sanctin is nt used

10 Enter the fllwing fields manually: Expd Sanctin Grss Amunt* Expd Sanctin BT Amunt* (if applicable) Sanctin Subject* Reference(s) Preamble* Order* Additinal Text Cpy T* Designatin Enter all the Mandatry fields & Click n Save. Expenditure Sanctin N. gets generated in the abve screen. Fllwing buttns appear at the bttm Figure 5 : Buttns available after first save Click n each buttns t prvide details respectively as described belw: Step 4- Payee/PL Buttn Descriptin Click n the Payee/PL buttn. After clicking, fllwing screen cmes Figure 6 : Payee/PL screen Click n the LV f Payee ID r Name r IFSC cde r Accunt number. After click n LV fllwing screen cmes. 10 P a g e

11 Figure 7 : LV screen fr selecting Payee Select the Payee required & Click n Select buttn. After clicking n select buttn in abve screen, details will be ppulated as fllws: Figure 8 : Select Payee in the Payee screen Enter the Grss Amunt & BT Amunt. Net Payment will be aut-ppulated as (Grss Amunt- BT Amunt) After Click n Save, a message will cme as Payee details saved successfully User can als manually enter as in belw fields. After giving few initials, a suggestive list appears as fllws: Figure 9 : Suggesting list fr Payee selectin After prviding all mandatry fields user click n save buttn a message will cme as Payee details will be saved successfully. 11 P a g e

12 3.1.5 Step 5- Sanctin Rule Buttn Descriptin Sanctin Rules buttn is used t include expenditure sanctins rules under which expenditure sanctin is being initiated. Click n Sanctin Rule Buttn & belw screen will pen. Figure 10 : Screen fr Expenditure Sanctin Rule Select at least ne Sanctin Rule & Click n Save Buttn. A message will cme as Rules have been added successfully Step 6- Attachment Buttn Descriptin Click n Attachment Buttn & belw screen will pen. Figure 11 : Screen fr Expenditure Sanctin Attachment Click n Add Rw hyperlink t add new rw. Click n Attachment Type t select the type f attachment t be upladed Click n Chse File t brwse and select the file t be upladed. User can enter remarks under Remarks if needed. Click n Add rw & Select Attachment Type frm the LV & chse the Scanned File (pdf file) & click n save buttn. After click n Save Attachment Saved Successfully message appears n Screen 12 P a g e

13 3.1.7 Step 7- Checklist Buttn Descriptin Click n Checklist Buttn & belw screen will pen. Expand General Checklist by clicking n + against it and Bill-Claim Specific Checklist Figure 12 : Screen fr Checklist User need t select all the checkbxes (ne by ne selecting each checkbx r user can click n Select All t select all the checklist respectively) as all the checkbxes are mandatry & Click n Save. Recrd Inserted Successfully message appears n Screen Step 8- Click n the Task List t Frward Created Sanctin e-billing > Task List Figure 13 : Screen fr Tasklist Belw screen appeared after clicking the View Details. Click n the View/Mdify details t frward the request. Select the Checker t whm the request need t be frwarded and then Click n the Frward Buttn Figure 14 : Selecting whm t Frward 13 P a g e

14 3.1.9 Step 9- Nw Lgin with Checker Lgin id Fllw the same Steps Click n the Task List Then click n the view/mdify hyperlink under View clumn Checker can mdify the details f Expenditure Sanctin and Frward the request t Apprver. Checker can als create a new Expenditure sanctin using the similar steps as described fr maker and frward it t Apprver Step 10- Lgin with Apprver Lgin id t apprve the Expenditure Sanctin Fllwed the same Steps Click n the Task List Then click n the view/mdify hyperlink under View clumn Apprver reviews the Expenditure Sanctin and makes it apprved. Once Apprver apprves and digitally signs the Expenditure Sanctin, this expd sanctin can be used t make Fully Vuched Bill. 3.2 Bill Preparatin, Verificatin And Submissin t Treasury Step 1- Lgin with ebilling Maker s id G t e-billing > Bill Entry frm the menu tree. Fllwing screen will cme: Step 2- Cmmn Bill details capture Figure 15 : Screen fr Bill Entry Cmmn Bill 14 P a g e

15 Fllw the fllwing Steps t create a new Bill: 1) In rder t create a bill fr which expenditure sanctin is mandatry, select Expd Sanctin Based as Yes and select Expd Sanctin N. using LV. After selecting the desired Expd sanctin frm LV, click n Search buttn and all the details in the Cmmn Entry screens gets aut-ppulated. Fr Bills where expd sanctin is nn-mandatry, select Expd Sanctin Based as N 2) Fr bill where Expd Sanctin Based is N, click the radi buttn frm the given ptins as Emplyee r Nn- Emplyee. Fr Fully Vuched Bill, this gets aut-ppulated as Nn-Emplyee (based n the selected Expd Sanctin) 3) Fr bill where Expd Sanctin Based is N, Select Bill Descriptin and Claim type frm the assciated LV ppup windw. Fr Fully Vuched Bill, this gets aut-ppulated (based n the selected Expd Sanctin) 4) Objected by Treasury will represent the number f times the bill is returned frm Treasury after bjectin. This will be aut ppulated field, by default its value will be 0 (zer) indicating it s a fresh bill. 5) Budgeted/nn-budgeted (as applicable) will be displayed n the cmmn bill area. 6) Fr bill where Expd Sanctin Based is N, user need t select the Payment Mde frm the given radi buttns as e-payment r 100% Bk Transfer/Nil. Fr Fully Vuched Bill, this get autppulated (based n the selected Expd Sanctin) 7) Enter Bill N. (nn-mandatry field) 8) Bill Date will be system date. 9) Fr bill where Expd Sanctin Based is N, select the Head f Accunt frm the List f Values available. Fr Fully Vuched Bill, this get aut-ppulated (based n the selected Expd Sanctin). Based n the Head f Accunt, C/V/N will be ppulated beside the field 10) Department will be aut ppulated based n the lgged in user ffice. 11) Fr bill where Expd Sanctin Based is N, click n the Sub detail Head LV & Select Sub detail Head. Fr Fully Vuched Bill, this get aut-ppulated (based n the selected Expd Sanctin). 12) Click Save buttn. A unique bill reference number (Frmat: YYYYMM , where YYYY is the Financial year start, MM is Mnth, and are eight digit numbers) is generated called Bill Reference number. Als a success message appears alng with the Bill Reference number as Bill Saved successfully. Bill Reference N Fllwing screen will cme after Bill Save 15 P a g e

16 Figure 16 : Screen fr Cmmn Bill Entry Cmmn Bill after first save Step 3- Bill Specific (Fully Vuched Cntingent Bill) Buttn Fllwing screen will pen when user will click n Bill specific buttn (Fully Vuched Cntingent). Prvide belw details under Vucher Details as: Sub-Vucher N.: Manual entry field Sub-vucher date: Select frm calendar Descriptin f Charge: Manual entry field Grss amunt: Manual entry field Deducted amunt: Manual entry field Add Rw can be used t add multiple recrds Click n save. Bill Saved successfully message will cme Shuld match Shuld match Shuld match Figure 17 : Bill Specific (Fully Vuched Cntingent Bill) screen Click n Back buttn t return t the Cmmn enty screen 16 P a g e

17 3.2.4 Step 4- Additinal Certificate Buttn If user wants t add additinal certificate/declaratin, then user can use this screen t include the same. This is ptinal Fllwing screen will pen when user will click n Additinal Certificate buttn. Click n Add Rw t add a rw and prvide belw details as: Additinal Certificate details: manual entry Add Rw can be used t add multiple recrds Delete icn can be used t delete already entered recrd Click n save. Bill Saved successfully message will cme Figure 18 : Screen fr Additinal Certificate Click n Back buttn t return t the Cmmn enty screen Step 5- Attachment Buttn Click n Attachment buttn t pen the belw screen Figure 19 : Attachment Screen Click n Attachment Type t select the type f attachment t be upladed. Click n Chse File t brwse and select the file t be upladed. 17 P a g e

18 User can enter remarks under Remarks if needed. User can use Add Rw t attach multiple files User can click n Delete icn t delete the already brwsed file. Click n Save. Bill Saved successfully message will cme Click n Back buttn t return t the Cmmn entry screen Step 6- Checklist buttn When user clicks n Checklist buttn, belw screen will pen Click n the + Sign t expand and select all the checkbxes Figure 20 : Checklist Screen Select all the checkbxes Click n Save. Bill Saved successfully message will cme Click n Back buttn t return t the Cmmn entry screen Step 7- Payee Buttn Descriptin Click n the Payee/PL buttn. After clicking, fllwing screen cmes Figure 21 : Payee screen in Bills where Expd Sanctin is mandatry The payee prvided in the selected expenditure sanctin will aut-ppulate as shwn abve fr bill where expd sanctin is mandatry. User will nt be able t make any changes t these aut-ppulated payees. 18 P a g e

19 Figure 22 : Payee screen in Bills where Expd Sanctin is nt required Fr Bills where Expd sanctin is nt required, user will select the payee in Payee/PL screen f the bill by either selecting paying using the LV r manually entering keying the payee detail and then selecting frm the suggestive list. Figure 23 : LV screen fr selecting Payee Select the payee required & Click n Select buttn. After clicking n select buttn in abve screen, details will be ppulated. Enter the Grss & Deductin Amunt. Net Payment will be aut-ppulated as (Grss Amunt-Deductin Amunt) After Click n Save, a message will cme as Payee details saved successfully Click n Back buttn t return t the Cmmn entry screen Step 8- BT Detail Buttn This buttn will nly appear if sme Deductin (BT) amunt has been entered in the cmmn entry screen. Click n the BT Detail buttn t pen the belw screen 19 P a g e

20 Select applicable BT using the LV Figure 24 : BT Detail screen Click n the BT Sl. N. LV t select the applicable BT and enter the amunt When a BT is selected, a BT specific buttn appears besides Refresh buttn The ttal f amunts entered against each in BT Sl. N. shuld match with the BT Amunt in the cmmn bill screen. Als, the same amunt is shwn in this screen as Ttal BT Amunt Once the Ttal Bk- Transfer Amunt and Ttal BT Amunt are equal then user can click n the BT specific buttn t enter the BT specific details Figure 25 : BT Detail screen (part-2) Click n the BT specific buttn t enter the details f the selected BT. Save the BT Specific page Click n Back Step 9- Cancel Buttn If maker wants t cancel the bill that he has created but nt frwarded t higher level, then he can cancel the bill using the Cancel buttn The system will cnfirm if user want t cancel the bill. When cnfirmed the bill will get cancel and user will be ntified Step 10- Click n the Task List t Frward Created Sanctin 20 P a g e e-billing > Task List General Infrmatin prvide extra details abut the tasks in the tasklist

21 In TaskList refer the Descriptin field t identify if it is a Bill r Expd Sanctin r anything else Figure 26 : Screen fr Tasklist Belw screen appeared after clicking the View Details. Click n the View/Mdify details t frward the request t next level t edit the details Select the Checker t whm t frward and then Click n the Frward Buttn Figure 27 : Selectin f user whm t frward the request Step 11- Lgin with Checker Lgin id Fllw the same Steps Click n the Task List Then click n the view/mdify hyperlink under View clumn Checker can mdify the details f Bill and Frward the request t Apprver r can send it back t Maker fr rectificatin with prper remarks using Send fr Revisin buttn Checker can als create a new bill using the similar steps as described fr maker and frward it t Apprver Step 12- Lgin with Apprver Lgin id t apprve the Bill Fllwed the same Steps Click n the Task List Then click n the view/mdify hyperlink under View clumn Apprver reviews the Bill details and apprve and digitally signs it if n issues fund. Apprver can send it back t Checker fr rectificatin with prper remarks using Send fr Revisin 21 P a g e

22 4. Glssary Term LV Save Frward Send Back Apprve Reject Cancel Privilege CFMS Gvt. *Fields Back Search Bx HA Descriptin List f Values will be used t select values frm the pp-up windw Save Buttn will be used t save the details entered in the frm Frward Buttn will be used t frward the request t next level. Send Back buttn will be used t send back the request t lwer level fr any clarificatin/mdificatin. Remarks will be mandatry in this case. Apprve buttn will be used fr Apprving the request as sent by lwer level by the Apprver. Reject buttn will be used fr rejecting the request as received frm lwer level by Apprver nly. Cancel buttn will be used by Maker r Checker nly t cancel the request by them nly if the request is initiated by them. Rights available with users. Cmprehensive Financial Management System. Gvernment Fields marked with asterisk (*) are mandatry fields. Back buttn will be used t mve back t previus screen. Search Bx will be used t filter the search result. Head f Accunt 22 P a g e