HELP DOCUMENT FOR VENDORS: DIGITAL INVOICE MANAGEMENT V 3.1 dt. 08.11.2019

Introduction: Business Process Excellence Center (BPEC) of BPCL is centralized establishment for

processing Vendor Invoices. Vendors are required to send their invoices in Physical format

directly to BPEC - Kharghar office for processing the payments. Invoices are scanned & digital

invoices are then processed for payment.

As this is time consuming process and also no tracking of invoice is available till it reaches

BPEC Kharghar, a DIGITAL INVOICE MANAGEMENT (DIM) application has been developed

to enable vendors to submit digitally signed invoice for Vendor Payments.

Process Description: Digital Vendor Invoice Management (DIM) application has been developed in EFP (External

Facing Portal) for Vendors to enable them to submit digitally signed invoices to BPEC. Once

the digitally signed invoice is uploaded in Digital Vendor Invoice Management (DIM)

application by vendor, unique Invoice tracking number (Docket ID) is generated &

communicated to vendor thru Email and SMS. Vendor can also track the status of their

invoice processing thru’ BTS Report in EFP (External Facing Portal). Initially vendor needs

to register himself / herself on EFP (External Facing Portal) to use this application, if not

done earlier. This is one time registration. The URL for Vendor eConnect portal is

https://econnect.bpcl.in/ The User Id for Vendor Login is VC followed by vendor code e.g. VC123456 and

password as set by vendor during registration. For any issues in login, user can click on ‘Help’ option.

DIGITAL INVOICE MANAGEMENT (DIM) APPLICATION : On accessing https://econnect.bpcl.in/ and logging in, following screen will be displayed.

DIGITAL INVOICE MANAGEMENT application is available under node myApplications.

On clicking DIGITAL INVOICE MANAGEMENT option, following screen will be displayed

containing two parts:

1. Vendor Invoice Details For submission of Digital Invoice to BPCL, BPEC

2. Reports To track the invoice processing status

3. Help -> To get help document

Submission of Digital Invoice:

For submission of digital invoice, vendor has to enter following details in Vendor Invoice

Details screen:

a. Purchase Order No. : PO No for against which invoice is raised.

b. Invoice Date : Date of Invoice

c. Invoice Reference No : Invoice No.

d. Invoice amount : Amount in INR including all taxes

e. Once all these 4 mandatory fields are filled in by Vendor with correct details, details

like Vendor Name, Inv. Party name and GSTIN Number will be displayed on the

screen. ‘Upload Invoice’ field will be open as per below screen.

f. TReDs Service Partner : For MSME vendors registered on TReDs platform and

details shared with BPEC, this option will be editable and mandatory. Vendor need to

select required TReDs service partner. If user does not wish to present current

invoice on TReDs platform, then select “No Discounting” from drop down.

Vendor has to execute ‘Choose File’ option and select invoice to be uploaded in the system.

The file which is to be uploaded must be in PDF format.

This file should be digitally signed only. Digital sign should be visible on PDF file. Any digital

signature which is not visible on PDF will not be accepted. Unsigned file will not be accepted

by system.

Upon successful uploading the file, SUBMIT button will be activated.

Upon successful submission of ‘Digital Invoice’ Docket ID (DPID) will be created and

Information message will be displayed on the screen as below mentioning details on Invoice

and docket ID.

This DPID will be processed by BPEC as per existing process.

Validations in Submission of Invoices:

For ensuring the correctnees of invoices being submitted to BPEC and to avoid further

rejections at later stage, few validations have been incorporated at submission stage.

Whenever ‘Warning messages’ are displayed, vendor is allowed to proceed with submission

of invoices, whereas for ‘Error Messages’ submission of invoices are not allowed. The Error

/ Warning messages are self explanatory as per below screenshots.

Warning Messages:

1. Following message will be displayed when Performance Bank Guarantee (PBG) is less

than 10% of Purchase Order Value.

2. Following message will be displayed when already invoice has been submitted with

same PO No, Invoioce Date and Invoice Amount but with different Invoice No.

3. Following message will be displayed when Performance Bank Guarantee (PBG) is not

maintained aginst Purchase Order / Agreemnt No.

4. Following message will be displayed when Invoice amount entered is more than Rs.

1 Cr. If the value is correct, kindly click proceed. Else click No and correct the amount.

Error Messages:

1. Following message will be displayed when the invoice will be processed at BPEC and

to be processed at Location.

2. Following message will be displayed when the invoice with same Invoice reference

number is already submitted to BPEC during same financial year.

3. Following message will be displayed when Purchase Order is not correct or of

differenet Vendor.

4. Following message will be displayed when digital signature with which invoice is

signed is Invalid.

5. Following message will be displayed when Vendor is not made active for DIM

Application. If vendor wants to submit digital invoice, they should contact BPEC for

activation for DIM application.

6. Following message will be displayed when TReDs Service Provider field is editable

and vendor did not selected any of the option. Select required option from drop down.

7. Following message will be displayed when Invoice amount is wrongly maintained as

PO number. User need to input correct value in Invoice value field.

REPORTS:

To track the invoice processing status, Vendor can either use Reports tab on initial screen or

Reports option in DIM screen.

In Report type, following two options have been provided.

i. BTN This report is for tracking the invoices submitted to respective locations.

ii. VIM This report is for tracking the invoices submitted to BPEC Kharghar.

i. BTN:

This report is for tracking the invoices submitted to respective locations and are

processed (LIV done) by location prior to go-live of VIM.

User can track the statuses of invoices with input of any of the following fields

a. Vendor Invoice Number

b. Vendor Invoice Date

c. BTN Number This is unique bill tracking number for bill received by

BPCL at location.

d. Purchase Order Number

e. Bill Status. by default ‘Pending’ statuses will be displayed. User can

select bill status option from drop down.

On executing the report, the output will be displayed as below:

The report will contain following fields in output:

1. BTN Number This is unique bill tracking number.

2. BTN Item This is item number of BTN.

3. Processor Name of officer who is processing the invoice

4. Vendor Invoice Date This is Date of Invoice

5. Vendor Invoice Amount This is amount in INR mentioned on invoice

6. Currency This is currency (INR)

7. PO Number This is Purchase Document Number

8. Received Date The date on which invoice is received by BPEC

9. Invoice Status This is current Invoice Status. Following are

the invoice statuses :

a. Bills verified (LIV Done)

b. Payment done

c. Pending

d. Rejected

e. Vendor Action

10. Vendor Invoice Reference This is Vendor Invoice Reference.

ii. BTN:

This report is for tracking the invoices submitted to BPEC Kharghar.

User can track the statuses of invoices with input of any of the following fields

a. Vendor Invoice Number

a. Vendor Invoice Date

b. Document ID (DP ID)

c. Purchase Order Number

d. Bill Status. by default ‘ALL’ statuses will be displayed. User can select bill

status option from drop down.

Vendor Invoice Date field is mandatory before clicking ‘GET DATA’ button for

tracking invoice status. By default, the date range will be displayed for past 3

months. User can change the same.

On executing the report, the output will be displayed as below:

The report will contain following fields:

1. Docket ID This is DP ID.

2. Invoice Reference This is Vendor Invoice Reference.

3. Invoice Date This is Date of Invoice

4. Invoice Document Number This is LIV no and FI Document no in case of

PO_BPCL & NPO_BPCL document respectively

5. Deduction This figure indicates amount in INR deducted

for that DP ID as per the deductions

maintained by buyer during certification.

6. Document Text This is Header Text maintained in LIV / FI

Document.

7. Invoice Status This is current Invoice Status. Following are

the invoice statuses :

f. Paid

g. Invoice Processed

h. In Process with BPEC

i. In Process with Buyer

j. Rejected

8. Invoice Year Fiscal year in which document is posted

9. Paid Amount This is gross paid amount in INR excl taxes

10. Posting date The date on which document is posted

11. Invoice Amount This is amount in INR mentioned on invoice

12. Amount due / Retention This is the retained amount in INR for a DP

13. Form No. This is Form no in case of Non Po Invoices

14. Inv Amount Processed This is gross paid amount in INR incl of taxes

15. Wt Tax Amount This is TDS amount in INR

16. Due date The date on which 1st installment is due in

case of installment payment.

17. Payment Document This is payment clearing document number

18. Payment date The date on which payment is made to vendor

19. Currency This is currency (INR)

20. PO Number This is Purchase Document Number

21. Received Date The date on which invoice is received by BPEC

These reports (BTN & VIM) can be downloaded on local PC by using Download to excel

option.

If entered field values are incorrect, following message will be displayed as below.