oracle accounts payables - icarmisfms.icar.gov.in/trainingmanual/tm_accountspayables.pdf · oracle...

Oracle Accounts Payable – User Manual Version 20.0

ORACLE ACCOUNTS PAYABLES – User Manual

Implementation of Management Information System (MIS)

Including Financial Management System (FMS)

ICAR

Version No.: 20.0

INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE

(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)

LIBRARY AVENUE, PUSA, NEW DELHI – 110 012

www.iasri.res.in

2013


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Project Team

Mission Leader Dr. N.S. Rathor, DDG (Engg.)

IASRI, New Delhi (Lead Institute)

Dr. A.K. Choubey, HoD, CA

Dr. Alka Arora, Sr. Scientist

Dr. Sudeep Marwaha, Sr. Scientist

Smt. Shashi Dahiya, Scientist

Sh. S. N. Islam, Scientist

Smt. Angshu Bhardwaj, Scientist

Sh. Soumen Pal, Scientist (till 30th September, 2012)

Sh. A.P. Sharma, F&AO

Sh. K.P.S. Gautam, SAO

IBM Team

Sh. Amit Bothra

Sh. Sameer Sachdeva

Sh. Anil Sharma

Sh. Ravi Kant Singh

Sh. Navroz Singh Dhillon

Sh. Pushpendu Roy

Sh. Sapthagiri Srirangam

Sh. Amarnath Vankadara

Sh. Himanshu Garg

Smt. Sneha Yadav

Sh. Sourabh Kumar

Sh. Nitin Batta

Smt. Lakshmi Sowmya

List of Resource Personnel

ICAR

Sh. Devendra Kumar, Dir (F)

Sh. Sanjay Gupta, Dir (A) (till July, 2012)

Sh. J. Ravi, Dir (P)

Dr AK Vasisht, ADG(PIM/ESM)

Ms. Namrta Sharma, DS (P)

Sh. Rupesh Sharma, SO (GA)

Sh. Harpal, SO (Cash-I)

Sh. Dilip Roy, CASH DISBURSEMENT

Sh. SK Behera, DS (GAC)

Sh. Rajiv Mangotra, DS (P)

Smt. Rashmi Rao, Deputy Director Finance

Sh. GP Sharma, DDF

Sh. S K Pathak, SF&AO

Sh. S K Sharma, F&AO

Smt. Sunita Arya, SF&AO

Smt. Rajashree Sunil, US (Tech & WS)

Sh. Naresh Kumar Arora, F&AO (Edn)

Sh. Kanhaiya Lal Chowdhary, DS (Edn)

NDRI, Karnal

Sh. J.K. Kewalramani, JD (Admn) & Registrar

Sh. Vishal Acharya, AF&AO


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Sh. Brahm Parkash, AAO

Sh. S George, CF&AO

CIFE, MUMBAI

Sh. Suresh Chandra, CF&AO

Sh. Suresh Kumar, CAO

Dr. S. Jahageerdar, Officer In-Charge, IT

NAARM, Hyderabad

Sh. Sanjay Kant, JD (Admn) & Registrar

Sh. Jakir Hussain Khilji, F &AO

CMFRI

Sh. Rakesh Kumar, CAO

Sh. AV Joseph, SF&AO

CRIJAF

Sh. K.P. Nath, F&AO

Sh. M.K. Pachauri, SAO

Dr. D. Barman, Scientist

NBPGR

Sh. B K Bansal, F&AO

Sh. S K Sinha, SAO

IARI

Sh. Radhey Shyam, CF&AO

Sh. P.K. Jain, CAO

DKMA

Sh. Himanshu, Scientist, DIPA, ICAR

Sh. Naresh Kumar Arora, F&AO(Edn)

NAIP

Sh. S Bilgrami, CF&AO

Sh. Kumar Rajesh, US

IVRI

Sh. Pankaj Kumar, Joint Secretary

ICAR-REC

Sh. Pushapanayak, CAO

Oracle Accounts Payables – User Manual Version 20.0

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DOCUMENT RELEASE NOTICE

Payables – User Manual Document

Version no: 20.0

Release no: All Releases

Date of Release : 14th

October 2014

Client : Indian Council of Agricultural Research

Project : FMS & MIS Implementation

Author : Sh. Himanshu Garg, Sh. Amit Aggarwal, Sneha Yadav

Reviewer : Sh. Anil Sharma

Approved by : Date:

Control Assurance by : Date:


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REVISION HISTORY

Document No.:

Document Title: Payables– User Manual Document

Version

No.

Issue Date Change Details Owner Approved By Remarks

1.0 20th

August 2013 No Previous Document Amarnath

10.0 14th

October 2014 Reviewed Version 1.0 and

made applicable changes

Himanshu

20.0 23th

May 2015 Reviewed Version 10.0 and

changed the URL for the

instance on Page 11

Sneha


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Table of Contents

1 INTRODUCTION ................................................................................................................................................................................................................................. 10

1.1 ABOUT THIS DOCUMENT ................................................................................................................................................................................................................... 10

2 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................... 11

2.1 USING MENU BAR AND SHORTCUT KEYS ........................................................................................................................................................................................ 12 2.2 IMPORTANT KEYBOARD SHORTCUT ................................................................................................................................................................................................ 13

3 PROCESS OVERVIEW ....................................................................................................................................................................................................................... 14

3.1 BILL CREATION, APPROVAL AND PAYMENT PROCESS ................................................................................................................................................................... 14 3.2 BILL APPROVAL & PAYMENT PROCESS - DIAGRAMMATIC FLOW ................................................................................................................................................... 15

4 LOGIC OF NATURE OF BILLS FIELD – MANDATORY FIELD.................................................................................................................................................. 16

5 BILL CREATION PROCESS .............................................................................................................................................................................................................. 19

5.1 BUSINESS PROCESS – BILL CREATION PROCESS BASED ON PURCHASE ORDER-............................................................................................................................... 19 5.2 BUSINESS PROCESS – BILL CREATION PROCESS WITHOUT PO ................................................................................................................................................... 32 5.3 BUSINESS PROCESS – BILL CREATION PROCESS FOR PROJECTS ................................................................................................................................................ 51

6 BUSINESS PROCESS FOR DDO ..................................................................................................................................................................................................... 60

7 BUSINESS PROCESS FOR AUDIT & ACCOUNTS SECTION – ASSISTANT AND FINANCIAL AND AUDIT OFFICER ............................................... 60

8 BUSINESS PROCESS – PAYMENT PROCESS ............................................................................................................................................................................... 66

8.1 ALTERNATIVE I – PAY IN FULL METHOD ......................................................................................................................................................................................... 67 8.2 ALTERNATIVE II – PAYMENT FROM PAYMENT SCREEN .................................................................................................................................................................... 72 8.3 CONCURRENT PROGRAMS ................................................................................................................................................................................................................ 87

8.3.1 ICAR Payment Voucher Report .............................................................................................................................................................................................. 87 8.3.2 ICAR Payment advice ............................................................................................................................................................................................................. 92

9 BUSINESS PROCESS – ADDING CHEQUE ON ELECTRONIC PAYMENTS – (OPTIONAL) .............................................................................................. 92

9.1 ADDING CHEQUE ON ELECTRONIC PAYMENTS ................................................................................................................................................................................. 93 9.2 HOW TO VOID CHEQUES THAT WERE ALLOTTED TO ELECTRONIC PAYMENTS .............................................................................................................................. 97

10 BUSINESS PROCESS – BILL CREATION WITH TAX DEDUCTION AT SOURCE (TDS) ................................................................................................ 99

10.1 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 99 10.2 PROCESS FOR DDO ........................................................................................................................................................................................................................ 105


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10.3 PAYMENT PROCESS – TDS INVOICES ............................................................................................................................................................................................. 115 10.3.1 Payment t o Vendor ............................................................................................................................................................................................................... 115 10.3.2 Payment to Commissioner of Income Tax ............................................................................................................................................................................. 131

10.4 CONCURRENT REPORTS .................................................................................................................................................................................................................. 131 10.4.1 ICAR Payment Voucher report .............................................................................................................................................................................................. 131 10.4.2 ICAR Payment advice ............................................................................................................................................................................................................ 132 10.4.3 ICAR Main Cash Book Report ............................................................................................................................................................................................... 132 10.4.4 ICAR TDS Detailed Report .................................................................................................................................................................................................... 133

11 BUSINESS PROCESS – ADVANCES TO EMPLOYEES .......................................................................................................................................................... 134

11.1 PREPAYMENT BILL OF ADVANCE AMOUNT..................................................................................................................................................................................... 134 11.1.1 Process for DDO assistant .................................................................................................................................................................................................... 134 11.1.2 Process for DDO ................................................................................................................................................................................................................... 142 11.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 142 11.1.4 Payment Process .................................................................................................................................................................................................................... 142 11.1.5 ICAR Objection book report for Employees after the advance .............................................................................................................................................. 143

11.2 ADJUSTMENT OF ADVANCES GIVEN TO EMPLOYEES ...................................................................................................................................................................... 143 11.2.1 Process for DDO assistant(in case the advance amount and expense amount are equal) .................................................................................................... 144 11.2.2 Process for DDO ................................................................................................................................................................................................................... 154 11.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 154 11.2.4 Payment Process .................................................................................................................................................................................................................... 154 11.2.5 ICAR Objection book report for Employees .......................................................................................................................................................................... 155

11.3 ADJUSTMENT OF BILL WHERE THE EXPENDITURE IS LESS THAN THE ADVANCE .............................................................................................................................. 156 11.3.1 Process for DDO Assistant - Creation of Recovery Bill ........................................................................................................................................................ 156 11.3.2 Process for DDO - Adjustment of Unspent amount Bill ........................................................................................................................................................ 161 11.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 161 11.3.4 Payment Process .................................................................................................................................................................................................................... 161 11.3.5 ICAR Objection book report for Employees after the advance and adjustment .................................................................................................................... 162 11.3.6 Adjustment of bill where the expense amount is greater than the advance amount .............................................................................................................. 162 11.3.7 Process for Audit & Accounts section ................................................................................................................................................................................... 162 11.3.8 Payment Process .................................................................................................................................................................................................................... 163

12 BUSINESS PROCESS- PETTY CASH SYSTEM........................................................................................................................................................................ 164

12.1 BILL CREATION FOR PETTY CASH ADVANCE .................................................................................................................................................................................. 164 12.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 164 12.1.2 Process for DDO ................................................................................................................................................................................................................... 170 12.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 170 12.1.4 Payment Process .................................................................................................................................................................................................................... 170

12.2 BILL CREATION FOR PETTY CASH EXPENSES .................................................................................................................................................................................. 170 12.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 170


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12.2.2 Process for DDO ................................................................................................................................................................................................................... 175 12.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 175 12.2.4 Payment Process .................................................................................................................................................................................................................... 175

13 BILL CREATION FOR LETTER OF CREDIT (LC) ................................................................................................................................................................ 176

13.1 PREPAYMENT BILL FOR LC ............................................................................................................................................................................................................ 177 13.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 177 13.1.2 Process for DDO ................................................................................................................................................................................................................... 181 13.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 181 13.1.4 Payment Process .................................................................................................................................................................................................................... 181

13.2 CREATION OF STANDARD BILL ....................................................................................................................................................................................................... 182 13.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 182 13.2.2 Process for DDO ................................................................................................................................................................................................................... 190 13.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 190 13.2.4 Payment Process .................................................................................................................................................................................................................... 190 13.2.5 ICAR LC Register .................................................................................................................................................................................................................. 190

13.3 ADJUSTMENT OF THE LC BILL AFTER RECEIVING OF GOODS .......................................................................................................................................................... 191 13.3.1 Process for DDO Assistant .................................................................................................................................................................................................... 191 13.3.2 Process for DDO ................................................................................................................................................................................................................... 195 13.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 195 13.3.4 Payment Process .................................................................................................................................................................................................................... 195 13.3.5 ICAR LC Register .................................................................................................................................................................................................................. 195

14 BUSINESS PROCESS – ADVANCES TO SUPPLIER (CPWD) BASED ON PO .................................................................................................................... 196

14.1 PREPAYMENT BILL OF ADVANCE AMOUNT ..................................................................................................................................................................................... 196 14.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 196 14.1.2 Process for DDO ................................................................................................................................................................................................................... 202 14.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 202 14.1.4 Payment Process .................................................................................................................................................................................................................... 202 14.1.5 ICAR Objection Book Report for Contingencies ................................................................................................................................................................... 202

14.2 PROCESS OF BILL CREATION BY DDO ASSISTANT .......................................................................................................................................................................... 203 14.2.1 Process for DDO ................................................................................................................................................................................................................... 216 14.2.2 Process for Audit and Accounts section................................................................................................................................................................................. 217 14.2.3 Process for Payment .............................................................................................................................................................................................................. 217 14.2.4 ICAR Objection Book Report for Contingencies after the advance and adjustment ............................................................................................................. 217

15 BUY BACK PROCESS ................................................................................................................................................................................................................... 218

15.1 PROCESS FOR DDO ASSISTANT ...................................................................................................................................................................................................... 218 15.2 BUSINESS PROCESS FOR DDO ........................................................................................................................................................................................................ 227


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16 HOW TO RUN ANY CONCURRENT REPORT? ...................................................................................................................................................................... 236


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1 Introduction

1.1 About this document

This document covers the above mentioned contents of the following module:

Accounts Payables

The document has been developed by the IBM Team based on the inputs from the ICAR Team.


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2 Logging into Oracle Applications

Navigation

Open the link for the Oracle Instance

http://icarerp.iasri.res.in

Screenshots and Steps

Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on first time login.

On logging into the application, a new page consisting of the responsibilities assigned to the user and the active notifications for the user will open up

http://icarerp.iasri.res.in/


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2.1 Using Menu Bar and shortcut keys

Screen: Standard Bill screen Purpose: To illustrate the various menu bar icons, their meanings and key board short cuts.

1. New: Use this icon to create a new invoice. Alternative navigation: File->New 2. Find: Use this icon to invoke find (query) screen. The keyboard short cut is F11 key. 3. Save: Use this icon to save the record.

Alternative navigation: File->Save or press CTRL + S 4. Switch Responsibility: Use this icon to change the current responsibility. Alternative navigation: File->Switch

Responsibility 5. Clear Record: Use this icon to clear the current (selected) record. This however does not delete a record that has

already been saved. Alternative navigation: Edit->Clear->Record 6. Delete Record: Use this icon to delete the current (selected) record. Alternative navigation: Edit->Delete 7. Attachment: Use this icon to attach text files or other files if required. 8. Help: Use this icon to invoke the “Help” screen. Alternative navigation: Help->Window help

New

Find

Save Switch

Responsibility

Clear

Record

Delete

Record

Help

Attach

ment


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2.2 Important Keyboard shortcut

Function/Purpose Keyboard Shortcut

Enter into query mode F11 Query with partial information Prefix or suffix with % Execute query CTRL + F11

Close/Exit screen F4

Invoke List of Values CTRL + L

Insert duplicate field SHIFT +F5

Insert duplicate record SHIFT +F6

To query the form:

1. For query, first press F11. 2. Give partial information on screen like partial invoice name, number and prefix or suffix with %. 3. Execute the query by pressing CTRL and F11.

List of Value (LOV)

LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require excessive scrolling.

Search within LOV list

1. Click on the LOV icon. 2. The list of LOV is displayed. 3. If short list then scroll and select the required value. Press OK. 4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and

suffix is also used where the subsequent word(s) of the total value is used for query. 5. Then click Find button. 6. This displays a shortened list of values that will match the query submitted. 7. Select the value desired and click OK. The original text entry screen is populated


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3 Process Overview

3.1 Bill Creation, Approval and Payment Process

DDO Assistant Verifies

the physical Invoice

and prepare the bill in

the system

DDO forwards the File to

Audit and Accounts

section

DDO Validates the Bill

in the system

Bills received by Stores /

Admin section

Initiate Approval of Bill in

the system

Stores /Admin section

performs certification of

material/ Verification of bill

and forwards it to DDO

Assistant

DDO Assistant Apply

the relevant TDS

section

DDO Assistant forwards

the bill file to DDO


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3.2 Bill Approval & Payment Process - Diagrammatic Flow

After passing the bill

File will be forwarded

to Cash Section

Cheque printing/writing

by Cash Section

Payment made to

Supplier/Employee

Mode of

Payment

Generate the Electronic

File and sends to bank

for NEFT/RTGS

Payment

Electronic

SF&AO/ Section

Incharge pass the bill in

System

Bank released the

payment from the

respective institute

account to the suppliers

Generate Payment

Advice from system and

send to Supplier via

Email

Invoice File received by

Audit & Accounts

Section

Dealing assistant in A&A

section will capture the

‘File Received date’ in

system and verifies the bill

Cheque

Cash Section Makes

the payment in the

system

Cash Book is

generated

automatically from

system


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4 Logic of Nature of Bills Field – Mandatory Field

This will segregate Payroll related advances given to employees, Consolidated bills prepared for multiple Employees for common set of expenses like telephone, Conveyance, Newspaper, Liveries, etc.

Select Appropriate Nature of Bill while creating all the bills. This would be MANDATORY field to capture. 1. Bill Creation for giving Advances to Employees (Related to Payroll) and GPF To CAPTURE necessary information at the time of giving Payroll Advances and GPF amounts

Take Bill type as STANDARD and select the relevant Nature of Bill and fill the required fields.

The Bills shall be created in the name of Employees only


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Enter the Information asked and proceed with creation of bill. Rest of process is same. 2) To Create One Consolidate Bill for Employee Expenses like Telephone/ Newspaper/ Election Duty/ Conveyance etc. and need to keep a track of them in the system

Select the Relevant Nature of Bill.

Create Bill in the Name of your respective “Bank Manager’s Name”

Keep the payment method as Cheque

In Distributions

o Enter Multiple Distribution Lines, when you will click on the Save Button, a field will open to enter the name of the


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beneficiary.

o Here select the name of the Employee in whose Bank Account that amount will be directly credited.

o Create Multiple distribution lines for different beneficiaries.

o ICAR Bill Report, would capture all beneficiaries’ name in the report, as an Annexure.

Payment Process: To make payment of these kinds of bills, ICAR EFT for Consolidated Bill report shall be run showing

Bank details of all beneficiaries and shall be sent to bank along with the cheque.

(Since the Payment Method of these bill shall be cheque in n/o “Manager, Bank”)

IMPORTANT NOTE…………..REQUIRES ATTENTION…. For all others bills like: Vendor Bills with TDS, Vendor Bills other Than TDS, Pensioner's bills, Non Payroll Advances requiring settlement, etc. Select Nature of Bill as Others.

And rest of the process is same.


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5 Bill Creation Process

5.1 Business Process – Bill Creation Process Based on Purchase Order-

Overview A Purchase order is created by the purchasing department to place an order for purchase of an Asset, service, or incurring any expense.

Then upon receiving the goods or service, a receipt is prepared.

On the basis of receipt, then a bill shall be created.

This process shall be used for creation of bills for fixed assets, Projects, Expenses, Inventory.

Navigation IARI Payable DDO AssistantBill Processing

Bill Creation Process based on PO - DDO Assistant

Click on Bill

Processing to

Create a Bill


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The DDO assistant shall receive a bill file from the purchasing section which he shall use for entering the bills

Following is the bill form.

Enter vendor invoice

date

Select vendor name

Select Nature of Bill

Enter Invoice number


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o Respective Institute’s name will be defaulted automatically.

o Bill type-Click on the LOV’s button to select it from List of Values (LOV). It is showing various types of Bills that can be created in system. .

o Standard- It is used for creating a normal invoice, for creating a settlement invoice etc.

o Credit Memo- It is used to give some credit to a vendor on receiving a credit memo.

o Prepayment- It is used to create a bill for making an advance payment to vendor/employee.

o Nature of Bill field – For reading this is detail, please see the section of “Nature of Bill Field”

o Select the appropriate Nature of Bill.

Click on Bill type

to select standard


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Select the Purchase order number from the list of values for which invoice is to be created. The PO number will be there in the bill file.

Select the relevant PO and click on OK button.

Vendor name and Supplier number will come automatically.

Select the PO number


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Vendor name, supplier Number and supplier site will come automatically.

Click on the LOV button on the Vendor Invoice date field.

The following screen will open up.

Select the invoice date from the calendar.

Click on LOV button


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Enter the Vendor Invoice number present on the invoice

Enter the Invoice file received date and the bill amount with reference to the invoice present in the bill file.


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Once all the required fields are entered, click on Match button.

Click on Match button to

match with PO


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“Find Receipts for Matching “form opens up.

Purchase Order number is coming from bill header.

Click on Find.


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“Match to Receipts” form opens up.

Check Match Box.

Click on Match Button as shown in figure


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Once you click on Match Button then purchase order details will copied to bill form.

The DDO Assistant shall save the bill and the bill is created.

Click on this yellow floppy to save.

Match with PO


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If the user wants to view the populated details, he can go to Lines and see the receipts number, quantity received, etc.


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Click on Actions…1 button.


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Run ICAR Bill Report, take a Print and forward it to the DDO.

Go to section “How to Run Report” to learn about it.

Close the form and forward the bill file to the DDO for checking.


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5.2 Business Process – Bill Creation Process without PO

Navigation


http://icarerp.iasri.res.in/ (For User Training Instance)

Bill Creation Process without PO - DDO Assistant


Navigation: Home Page Opens Up

http://fms.iasri.res.in:8005/


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Click on IARI Payables DDO Assistant, then Click on Bill Processing to open Bill form as shown in the following figure.

Navigation: IARI Payable DDO Assistant-Bill Processing

1. Click on IARI Payables DDO Assistant

responsibility.

2. Click on Bill Processing


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Click on Bill Processing to

create a Bill


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The DDO assistant shall receive a bill file from the purchasing section which he shall use for entering the bills

Following is the bill form.

Enter vendor invoice

date

Select vendor name

Select Nature of Bill

Enter Invoice number


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o Respective Institute’s name will be defaulted automatically.

o Bill type-Click on the LOV’s button to select it from List of Values (LOV). It is showing various types of Bills that can be created in system. .

o Standard- It is used for creating a normal invoice, for creating a settlement invoice etc.

o Credit Memo- It is used to give some credit to a vendor on receiving a credit memo.

o Prepayment- It is used to create a bill for making an advance payment to vendor/employee.

o Nature of Bill field – For reading this is detail, please see the section of “Nature of Bill Field”

o Select the appropriate Nature of Bill.

Click on Bill type

to select standard


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Vendor name- Enter the name of the vendor. You can search the name from the LOV’s attached. Click on Ok to select.

Click on the LOV button


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Supplier number

o It is the unique number assigned to every supplier by the system automatically.

o On selecting the Vendor name, the supplier number will come automatically.

Supplier site-If the vendor has only one site, it will come automatically. If there are multiple sites of a vendor than select the relevant supplier site.


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Vendor invoice date-Enter the date present on the vendor invoice. You can use the calendar.

Click on the LOV button


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Vendor invoice number-The system will give you the following message. Click on Cancel and enter the invoice number as mentioned on the vendor invoice.


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Bill amount- Enter the amount of invoice to be entered.

Also enter the date on which the invoice is received by the DDO/ DDO assistant in the field ‘Invoice Received Date by DDO’.


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Payment Terms: Will be default.

Payment Method: It will always be default from the supplier level. However, at the time of creation of bill, the user can change the payment method to the desired. For making the payment method as Electronic, the user shall make sure that the Bank details are available.


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Now, Click on Lines.

Line Type will be Item (automatic).

Enter Amount and click on Distributions.

Enter amount

Click Distribution


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Distributions form open up.

Click on the Account LOV’s.

Enter amount


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In Distributions window, user will be entering the code combinations where the accounting of the bill shall take place.

Institute- Institute name will come automatically once you click on the LOV button.


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Fund type-

o It means the source of funds from which the funds will be disbursed.

o Select the appropriate fund type from the LOV’s attached. Whether the expenditure is from Plan, Non Plan, IRGS, deposit scheme, etc

o Click OK.


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If the Source of fund is Non-Plan, IRGS, select default scheme code. If the source of fund is other than Non-Plan, select the relevant scheme code from the list.


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Account- Select the correct natural account from the list given.

o It signifies the account in which the invoice should be accounted.

o User can search for the required account by using % and finding it in the Find field.

o This LOV contains all the accounts.


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Division- It contains the names of the Regional Stations, KVK’s, State agriculture universities etc. If the bill that is being created is related to any of them, then select the appropriate division and click on OK.

Other two fields will be default always and user need not enter them.

Click on Ok and a budget message would come which will tell the availability of funds in that particular fund type, Scheme code, Budget head, division.


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Click on Ok and save the bill.

Close the distribution screen and note down automated generated unique bill number.

Now run ICAR Bill report and take a print of this report and forward the file to DDO for checking purposes.

Process for Running ICAR Bill report is discussed in other section.


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5.3 Business Process – Bill Creation Process for Projects

Navigation


http://icarerp.iasri.res.in/ (For User Training Instance)

Bill Creation Process for Projects


http://fms.iasri.res.in:8005/


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Note: It is mandatory that budget for this project should be entered in the system. Only then will you be able to carry out the below mentioned process:

In case of creation of bills related to a particular project, please follow the additional steps as shown below at the LINES Level.

Select the Project number at the Lines Level for which the bill is to be made. As in below screenshot, project number, PIMS/RPPI No and duration is visible

1. Select the Project number at the Lines Level for which the bill is to be made. As in below screenshot, project

number, PIMS/RPPI No and duration is visible.


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In Lines, select the correct Project number. Details of Project number and other expenditure details shall come from the scientists only.


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1. Once you select the Project Number and click on Ok, the following message shall appear showing the name of the project.


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1. The next field is Major category. Click on the list of value attached and select the category under which the bill is to be made


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1. Expenditure Item date will default from the bill date. 2. Select the Minor Category for which the budget has been entered. However, while creating project related bills for a project, only those Major Category and Minor Category values

would be available in List of values under which client has allocated the budget in his/her project .


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1. Once you select the Minor category, the system will give you a message showing the budget and the fund

available in that minor category for that project.


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1. Click on Distribution. The account shall automatically default from the minor category you select. You can change the account in case

you want .


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NOTE: In case the Invoice Type is Prepayment, the account details shall not default from the expenditure type and

user will have to enter it manually. NOTE: The budget amount will also get displayed when user will click on Action button (to validate the bill).


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6 Business Process for DDO

Process DDO shall click on Torch and Find for the Bill number.

He should verify that all the details enetered by the assistant are correctly entetred.

Key things that DDO should check includes vendor bank details, correct account combination used, bill type, nature of bill, TDS amount, availability of funds, project details etc.

After checking it in the system, DDO should put his signature and stamp on the print of ICAR Bill report.

For detailed explanation for checking these things, kindly refer to the different bill creation processes as discussed in this document

7 Business Process for Audit & Accounts Section – Assistant and Financial and Audit Officer

Process for Audit When DDO sends the bill for approval, it will come to the Senior Financial and Audit Officer (S.F&AO) for his approval

after passing through the Audit assistant.

The Audit and Accounts section shall receive the bill file physically.

Audit assistant shall enter the Audit file received date as shown below in the Nature of Bill field.


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Process for Audit Key things that Audit Assistant should check includes vendor bank details, correct account combination used, bill type, nature of bill, TDS amount, availability of funds, project details etc.

Also verify the ICAR Bill report.

For detailed explanation for checking these things, kindly refere to the different bill creation processes as discussed in this document

Audit shall check the availability of funds critically. Every distribution line will show a budget pop up, which will how the amount of budget entered in that particular budget head, funds available and at division or institute level.


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Process for Audit You can also go to Tools and see funds available, TDS deducted amount on that particular selected distribution line.


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Process for Audit If Audit officer is satisfied as to the correctness of the bill, he shall validate the bill.

Click on Actions…1.


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Process for Audit Check the Validate.

Click on OK to validate the invoice.


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8 Business Process – Payment Process

Payment Process

Screenshots and

Steps for Cash

section officer

Payment section shall make payments for the Bills which have been validated by the Audit and Accounts section for

payment.

The Process for payment of any type of bill shall be the same.

He shall receive the Bill file of the accepted bills from the Audit & Accounts section.

He will then proceed for paying the accepted/ validated bills using the Bill file.

Click on IARI Payment section then Click on Payments to open Payments form as shown:

There are multiple methods of making payment in the FMS system.


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8.1 Alternative I – Pay in Full Method

This Payment method shall be used when individual bills are to be paid


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Click on the Torch to find for the validated invoices for which you want to make payment.


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Now the bill opens.

Go to Actions…1 > Pay In Full > Ok.

It will take to the payment screen and rest process is same as in Alternative II.


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8.2 Alternative II – Payment from Payment Screen

This is another way of making payments. This is advisable when multiple bills of the same vendor are to be paid together from

one cheque, for making net payment to vendor after TDS amount, etc.

However, single payments can also be done from this alternative for payment.


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Payment Process

Screenshots and

Steps for Payment

Section

Payment form opens up.


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Payment Process

Screenshots and

Steps for Payment

Section

Institute name- Respective Institute’s name will be defaulted automatically


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Payment Process

Screenshots and

Steps for Payment

Section

Vendor Name/Employee Name- The person to whom the payment is to be paid could be a vendor or an employee. The

cash section officer will be using the same screen for making all types of payments.

o Click on the LOV button of Vendor Name/Employee Name. It will open a screen to Find the required

Vendor/Employee Name. Using %, find the name and click on Ok.

Select the Vendor/Employee

name


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Payment Process

Screenshots and

Steps for Payment

Section

Vendor/Employee Number will come automatically.

Click on Vendor/Employee site LOV button to select the appropriate site.

If there is only one site available then it will come on its own.


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Payment Process

Screenshots and

Steps for Payment

Section

Payment date: Click on the LOV to select the payment date from the calendar.

Select the Payment date


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Payment Process

Screenshots and

Steps for Payment

Section

Bank Account: All the Institute bank accounts are displayed.

Select the required bank account and click on OK.


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Payment Process

Screenshots and

Steps for Payment

Section

Payment Currency: It will get default automatically.

Payment Method: Default from the method selected at the time of creating the Bill.


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Payment Process

Screenshots and

Steps for Payment

Section

Click on the LOV button of the ‘Payment Process Profile’.

It will show the available cheque books from which a cheque can be issued under the field ‘Payment Document name’.

Select the cheque book from which the user wants to make the payment and click on Ok.


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Payment Process

Screenshots and

Steps for Payment

Section

Then click on “Enter/Adjust Invoices” to select the Bill against which you want to make the payment.


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Payment Process

Screenshots and

Steps for Payment

Section

Place the cursor on invoice num and select the invoice from the LOV as show in fig:


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Payment Process

Screenshots and

Steps for Payment

Section

Select the invoice number for whom the payment is to be made.

Once you select the required invoice then click on OK


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Payment Process

Screenshots and

Steps for Payment

Section

After selecting the invoice click on the DFF on the right as shown. It will populate the respective Bill number of the

selected invoice.

Click on the DFF [ ] and a screen will

pop up showing the bill number


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Payment Process

Screenshots and

Steps for Payment

Section

After selecting the bill, following shall be the screen.

Upon saving the payment will be done.

Click on the save button to make the

payment

Once save is clicked, amount paid will

be reflected here


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Payment Process

Screenshots and

Steps for Payment

Section

On saving the payment amount will come in the payment amount field.

Here it will show the amount that is

paid.


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8.3 Concurrent Programs

8.3.1 ICAR Payment Voucher Report

Run the Concurrent

program “ICAR

Payment Voucher

Report”

Once the payment is made, the Cash section officer shall run the following concurrent program.

Run the Concurrent program “ICAR Payment Voucher Report”

With the help of ICAR Payment Voucher report, it will generate the Voucher related information like Voucher number and

Voucher date.

Navigation: View Request


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Run the Concurrent

program “ICAR

Payment Voucher

Report”

Submit a New Request


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Run the Concurrent

program “ICAR

Payment Voucher

Report”

Single RequestOK


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Run the Concurrent

program “ICAR

Payment Voucher

Report”

Enter the parameters as shown in figure.

Click on OK and again click on Submit Button.


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Run the Concurrent

program “ICAR

Payment Voucher

Report”

Program should be completed with status as Normal. As shown in fig:

To View the result click on View Output.

Take a print of the payment voucher and file it along with the bill file.

ICAR_Payment_Vouc

her_Report_220313.pdf


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8.3.2 ICAR Payment advice

Overview The cash section officer shall also run the Concurrent program ICAR Payment advice report, upon making the payment.

Payment advice is the receipt that is issued to the person to whom the payment is made.

He shall then take a print of the report and hand it over to the payee.

Follow the steps as explained above to run the concurrent report and to view the output.

Output Following is the output attached for your reference.

ICAR Payment advice.pdf

9 Business Process – Adding Cheque on Electronic Payments – (Optional)

Adding cheques on Electronic is additional step over the payment process, whose use depends upon the institute internal processes.


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9.1 Adding Cheque on Electronic Payments

After you have made the payments from the payment screen, go back to the navigator and click on EFT payments > EFT Payments

Select EFT Payment

Once you click on EFT Payment, another screen will open. Enter the Payment Date and Bank Account and Click on Search

Payment.

Once you have searched the payments to be made, click on Confirm payment.


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Once you click on the Confirm payment, the following screen will open up.

Select desired cheque Number

Click on apply check number


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After above action, cheque number will be assigned to selected payment.

For the above method of making the payment, you have to run the following Report:

View -> Request – ICAR electronic Fund Transfer-Cheque(New) and enter the required parameters.


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9.2 How to Void Cheques that were allotted to Electronic Payments

Click on EFT Payment>Void EFT Payment


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The following screen will open

Enter Cheque Number

Click on search button

Click on void


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10 Business Process – Bill Creation with Tax Deduction at Source (TDS)

10.1 Process for DDO assistant

Navigation

IARI payables DDO AssistantBill Processing

Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

Select Bill processing and click on Open Button.

Click on Bill Processing to

create a Bill


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Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

Bill on which TDS is to be applied can be a PO based Bill or non PO based bill.

The TDS details will be captured at the distribution level only at the DFF.

Till the Distributions window, the process of Bill creation is the same as explained above. Proceed as explained till

distribution window.

Now, upon reaching at distribution level, enter the basic details and scroll the Distribution screen to the right and click on

the ( ).

Click on DFF to

enter the TDS details.


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Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

Following screen shall open.

Click on the LOV button next to TDS-Tax field.

Click on LOV button to

enter the TDS details.


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Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

The following screen will open and it will show all the possible TDS sections which you will need.

The user can select the relevant TDS section, which is being attracted on that particular bill.

DDO assistant shall make sure that he selects the correct TDS section depending upon the nature of expense and the type

of Assesse.

There are separate lines created for Individuals and companies as you can see.


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Once you select the TDS Section, the system will give you the following message.

Click on Ok


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Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

Now, save the bill and close the distributions window.

A bill number will be generated which will act as the reference number.

Once you have attached the TDS section and saved the bill, forward the file to DDO for further action.


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10.2 Process for DDO

Navigation

Open the link for the Oracle Instance and login into the system.

http://icarerp.iasri.res.in/

Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

Click on the DDO payable responsibility and click on Bill Processing.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

The Process for DDO is same as explained earlier.

Since it is TDS invoice, DDO shall take special care as to the correctness of the TDS section selected in the distributions.

To view the TDS section attached, follow the navigation: Lines>Distributions.

Scroll to the right and click on the DFF.

Click on DFF to review the

TDS details.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

Here the DDO can see the TDS section that has been attached to the bill. If the DDO finds it inappropriate then he can

himself select the appropriate TDS section by clicking on the LOV button of the TDS-Tax field and close the

distributions window.

If DDO is satisfied as to the correctness of the bill, he shall pass the bill to the Audit and Accounts Section .


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The DDO can also check the TDS Amount deducted by clicking on Tools and then on TDS Deducted as follows.


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10.3 Process for Audit & Accounts section

Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Audit and

accounts

Now since the DDO Section has verified the invoice, the audit section shall login into the system and through Audit and

Accounts Responsibility, they shall find the bill.

The Process for validating shall be the same.First find the bill with its bill number.

Click on Actions…1 button and Check the Validate.

Click on Ok to validate the bill.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Audit and

Accounts

The status of the bill will change to “Validated’


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Audit and

Accounts

Upon validation of the TDS bill, system will always generate two more bills, automatically.

To view those bills, click on Find.

Click on

Find


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Audit and

accounts

This is the Find screen. Enter the Invoice date and enter the Invoice number along with the % sign as shown.

Click on Find.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Audit and

Accounts

Following are the two system generated bills with peculiar and standard Invoice numbering.

1. First Bill is the ‘Credit memo’- It is created with a Negative line with the amount of TDS. This bill will reduce the

amount to be paid to the vendor, by the amount of tax. For example in the given case, the VPG Audits will be paid

(25000-2500 ) only Rs.22500.

2. Second is the Standard Bill- The amount of TDS has to be paid to the government. This bill shows the amount of tax

deducted and to be deposited with the income tax authority. It will be paid by the cash section. Here, Rs 2500 is the

liability and should be paid to income tax authority.


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10.3 Payment Process – TDS Invoices

10.3.1 Payment t o Vendor

Navigation

Home Page opens up

Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Click on IARI Payment section then Click on Payments to open Payments form as shown in above figure.

Click on payment

IARI Payment

Section


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Payment section shall make payments for the Bills which have been accepted by the Audit and Accounts section for

payment.

He shall receive the Bill file of the accepted bills from the Audit & Accounts section.

He will then proceed for paying the accepted bills using the Bill file.

Navigation: IARI Payment section Payment

Click on payments


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Payment form opens up.

Institute name- Respective Institute’s name will be defaulted automatically


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Vendor Name/Employee Name- The person to whom the payment is to be paid could be a vendor or an employee.

The cash section officer will be using the same screen for making all types of payments.

Click on the LOV button of Vendor Name/Employee Name. It will open a screen to Find the required

Vendor/Employee Name. Using %, find the name and click on Ok.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Vendor/Employee Number will come automatically.

Click on Vendor/Employee site LOV button to select the appropriate site.

If there is only one site available then it will come on its own.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Payment date: Click on the LOV to select the payment date from the calendar.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Bank Account: It will show the list of all the Institute bank accounts. Select the required and click on Ok.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Payment Currency: It will get default automatically.

Payment Method: Defaulted from the method selected at the time of creating the Bill.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Select the Cheque book from which payment is required to be done.

Select the cheque

book


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Then click on “Enter/Adjust Invoices” to select the Bill against which do you want to make the payment.

Click Here


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Place the cursor on invoice num and select the invoice from the LOV as shown in fig:

Click on the LOV

button


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

steps

Select the bill with the positive amount line.

Once you selected the invoice then click on OK


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

After selecting the invoice click on the DFF on the right as shown. It will populate the respective Bill number of the

selected invoice.

Click on the DFF and a screen will pop

up showing the bill number


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for Cash

section officer

Now click on the second line to select the system generated credit memo. The respective TDS credit memo will be

selected in the second line so that only net payment can be made. For example, we are selecting the TDS credit memo of

invoice number 12 only.

To view the Bill number, user can click on the DFF button as discussed before.

Click on the DFF

[ ] to view the bill

number


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Bill Creation with

Tax Deduction at

Source (TDS) -

Cash section

officer

After selecting these two bills, following shall be the screen.

You can see that in the total field, only the Net balance of the selected bills is coming i.e. Rs 22500 which is paid to the

vendor.

Upon saving the payment will be done.

Click on the save button to make the

payment

Total amount which will be paid once

save is clicked


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Bill Creation with

Tax Deduction at

Source (TDS) -

Cash section

officer

The amount of payment will now come in the payment amount field

showing that the payment has been made.

Here it will show the amount that is

paid.


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10.3.2 Payment to Commissioner of Income Tax

Navigation

Process for making payment to Commissioner of Income Tax is same as making payment to any other vendor.

After making the payment to CIT, run the following concurrent report.

10.4 Concurrent Reports

10.4.1 ICAR Payment Voucher report

Concurrent

programs — ICAR

Payment Voucher

report

Once the payment is made, the Cash section officer shall run the following concurrent program.

Run the Concurrent program “ICAR Payment Voucher Report” as explained before.

Separate reports will be generated of the two payment made.


The Process for Payment of TDS amount, to the Commissioner is same as covered in the normal payment process.

The cash section officer shall also run the Concurrent program ICAR Payment advice report, upon making the payment.

Follow the steps as explained above to run the report and to view the output.

Output

ICAR_payment voucher report.pdf

ICAR Payment voucher..pdf


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10.4.2 ICAR Payment advice

Concurrent

programs — ICAR

Payment Advice

Payment advice is the receipt that is issued to the person to whom the payment is made.

He shall then take a print of the report and hand it over to the payee.

Follow the steps as explained above to run the report and to view the output.

Output

ICAR_payment advice.pdf

10.4.3 ICAR Main Cash Book Report

Concurrent

programs — ICAR

Main Cash Book

Report

Run the Concurrent program “ICAR Main Cash Book(Excel-XML)” to see the impact of the payment made by cheque in

the main cash book.

Following is the output attached.

Output

ICAR_Main_Cash Book

If payment is made electronically, user can run ICAR Electronic Fund Transfer Report also as per the normal process of

ICAR


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10.4.4 ICAR TDS Detailed Report

Overview This report will show a list of bills against which TDS has been deducted and the TDS bills for the same and whether the

payment for the same has been made or not.

Output

ICAR_TDS_Detailed_Report_


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11 Business Process – Advances to Employees

11.1 Prepayment Bill of Advance amount

11.1.1 Process for DDO assistant

Overview The advances that are meant for employee personal purposes will be handled through the Payroll module only.

Here, Employee Advance is used for giving advances to the employee for some official purposes or in the nature of

reimbursement only.

This process shall be used for making travelling advances, medical advances, LTA advances, etc.

Navigation IARI Payables DDO Assistant Bill Processing

Advance to

Employee Process

–DDO Assistant

Click on Bill Processing to create an employee advance bill.

Click on Bill processing


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Advance to

Employee Process

–DDO Assistant

Following Bill form will open.


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Advance to

Employee Process

–DDO Assistant

Institute name will always be defaulted as the respective institute

For giving an employee advance the DDO assistant shall use Bill type as ‘Prepayment’.


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Advance to

Employee Process

–DDO Assistant

Select the Employee name to whom the advance is to be given. The Employee vendor number will come automatically.

For making an advance to an employee, the site shall always be taken as ‘HOME’.

The DDO assistant has to select ‘HOME’ for making employee advance of this nature.

Bill received date shall be the date on which DDO assistant receives the request file to process employee advance.

Employee name Bill received date


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Advance to

Employee Process

–DDO Assistant

Enter the Invoice Number in the following format-Date-Employee Vendor Number as explained below.

Enter Bill amount Invoice Number


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Advance to

Employee Process

–DDO Assistant

Now, Click on Lines.

Line Type will be Item (automatic).

Enter Amount and click on Distributions.

Enter amount in

the lines

Click on

distributions


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Advance to

Employee Process

–DDO Assistant

Distributions form open up.

Enter the Amount in distributions.

In Distributions window, user will be entering the code combinations where the accounting of the bill shall take place.

It is one of the crucial steps of bill creation, because the distribution will be deciding the impact of the bill.

o Institute name will come automatically once you click on the LOV button.

o Select the relevant Fund type, Scheme code, Account and Division.

Enter amount

Select the relevant

account depending

upon the nature of

advance


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Advance to

Employee Process

–DDO Assistant

Save the bill and close the distributions screen.

A bill number will automatically get generated.

After this, the bill file will be forwarded to DDO

Bill number


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11.1.2 Process for DDO

Employee Advance

bill

DDO

Process for DDO is same as explained before.

11.1.3 Process for Audit & Accounts section

Employee Advance

bill

Audit and

Accounts section

Process for Audit and Accounts section is same as explained before.

11.1.4 Payment Process

Employee Advance

bill

Cash section

Process for Cash section for payment is same as explained before.


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11.1.5 ICAR Objection book report for Employees after the advance

Overview ‘ICAR Objection report for Employees’ can be run anytime to view all the objections as on date. It will show the detailed

information of all the advances given to the employees as well as its utilization.

Run this Concurrent program to view the result of the Advances given to Employees.

Follow the same procedure to run the any concurrent program.

Output The amount of advance given to an employee shall be reflected in the ‘ICAR Objection book report for employees’ at

any point of time after the payment.

ICAR_Objection_Book_Report

11.2 Adjustment of Advances given to Employees

Overview

Employee shall take advance for incurring some expenditure only.

Once the expenditure is done, employee shall produce the details of the expenditure incurred along with the supporting

invoices.

Now, since payment was already being made to the employee, now the adjustment of the expense bills shall be done.

The expense bills shall be applied against the paid, prepayment bill.

If there is some difference between the amount that was taken as advance and the amount of expenditure incurred, that

amount shall become the unspent amount.

That Unspent amount shall be recovered from the employee along with the Penal interest.


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11.2.1 Process for DDO assistant(in case the advance amount and expense amount are equal)


Adjustment Of

Advance to

Employee Process

–DDO Assistant

Click on Bill processing to create an employee advance bill.

Click on Bill

Processing


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

Create a bill for the expenses incurred by the employee against the advance taken.

Create a ‘Standard’ type bill.

Upon selecting the Employee name, a Pop up message will appear as shown below. It will give a reminder that

prepayments are available for application for this vendor. Click on ok and proceed.

Type- Standard Select the Employee

name

This pop up will

come


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

The process for creation of bill shall be the same as bill creation process without PO.

Enter all the information in the distributions and save the bill.

Close the Distribution screen.

Select the relevant

account

combination


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

Click on Actions….1 button.


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

Select the check box for application of the prepayment bill.

Click Ok.

Check the box


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Adjustment Of

Advance to

Employee Process

–DDO Assistant


It will show all the prepayments available for application, along with the amount available as well as the details of the

existing prepayment applications in the second half of the window.

Here prepayment number is the Invoice number of the prepayment bills.

These prepayment invoices can be used to apply them on an unpaid bill.

Check the box ‘Apply’ to apply the prepayment on the selected bill.

Click on the ‘Apply/Unapply’ button to apply.

Check the box

‘Apply’

Prepayment

number

Amount

available for

application

Click on

‘Apply/Unapply’

button


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

Upon saving the available amount will get reduced by the amount of application and only balance shall be available for

any further application.

This will take the details of the prepayment in the lower section of the window, with the name ‘Existing Prepayment

application’.

Prepayment

Application is

done

If application is

to be reversed


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

Similarly, if some mistake is done, then click on the ‘Apply/Unapply’ button and it will undo the application done before.

After, applying or unapplying the payment, close the screen of Apply/Unapply prepayments.

The status of the bill shall change as ‘amount paid’.

Amount Paid


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

In lines, a negative line will be reflected with the type as ‘Prepayment’ reflecting the fact that prepayment has been

applied on this bill.


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

Click on ‘View prepayment application’ tab to view all the details of the prepayment application on this bill.

He shall now validate the bill and initiate the approval, in the regular manner.


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Adjustment Of

Advance to

Employee Process

–DDO Assistant

After doing all the work, Assistant shall send the bill file to DDO


Adjustment Of

Advance to

Employee Process

- DDO



Adjustment Of

Advance to

Employee Process

–Audit and

Accounts section



Adjustment Of

Advance to

Employee Process

–Cash section

Since the adjustment is already being done, no need for payment of this bill.


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11.2.5 ICAR Objection book report for Employees





Output The amount of advance along with adjustment to an employee shall be reflected in the ‘ICAR Objection book report for

employees’ at any point of time after the payment.

ICAR_Objection_Book_Report


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11.3 Adjustment of bill where the expenditure is less than the advance

Overview The amount of excess advance taken by the employee, for incurring expenditure, shall be recovered from the employee.

Since employee took an excess advance than the requirement, a penal interest shall also be collected from the employee

along with the unspent amount.

A standard bill shall be created for recovering unspent amount and then application shall be done.

This recovery shall be done from the AP module and the Penal interest amount shall be routed from AR module.

11.3.1 Process for DDO Assistant - Creation of Recovery Bill

Recovery of the

Unspent amount –

DDO Assistant

Create a standard bill.. Let us take an example that advance is 10000 and the expense is 8000.

First the cashier will create a standard bill of Rs 2000 .

In the lines, the cashier will. Enter an amount of 2000


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Recovery of the

Unspent amount –

DDO Assistant

Enter the distribution level information. Click on OK and save the bill.

Close the Distributions screen.

Now the cashier will forward the bill file to DDO Assistant for further processing.

Enter the relevant

Bank account or

cash in hand


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Recovery of the

Unspent amount –

DDO Assistant

DDO Assistant shall open the same bill and change the bill amount to 10000.

At lines level as well, he will change the amount to 10000.


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Recovery of the

Unspent amount –

DDO Assistant

At Distribution level, DDO Assistant shall add another line of 8000 and will take account as the relevant expenditure

account.

After this save the bill.


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Recovery of the

Unspent amount –

DDO Assistant

Click on Action. and apply the bill against the advance of 10000.

Now the DDO Assistant shall forward the bill to DDO for further processing

Check the box

‘Apply’

Prepayment

number

Amount

available for

application

Click on

‘Apply/Unapply’

button


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11.3.2 Process for DDO - Adjustment of Unspent amount Bill

Adjustment Of

Recovered Unspent

amount – DDO

The DDO shall check the bill and send it to audit and accounts department.


Adjustment Of

Recovered Unspent

amount - Audit

and Accounts

section



Adjustment Of

Recovered Unspent

amount -Cash

section

Since the adjustment is already being done, no need for payment of this bill.


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11.3.5 ICAR Objection book report for Employees after the advance and adjustment





Output The amount of advance along with adjustment to an employee shall be reflected in the ‘ICAR Objection book report for

employees’ at any point of time after the payment.

ICAR Objection book for emoloyees..xlsx

11.3.6 Adjustment of bill where the expense amount is greater than the advance amount

Overview Lets say the expenditure is for 12000 as against the advance amount of 10000.

In this case, as explained above, the bill shall be created for 12000

At lines and distribution level as well, amount shall be 12000.

Enter the relevant expense account at distribution level.

Save the bill and apply the bill as against the advance of 10000.

Now the DDO Assistant shall forward the bill to DDO who shall check the amount and account details and shall forward

the bill to audit and accounts section


Adjustment Of

Recovered Unspent

amount - Audit

and Accounts

section



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Adjustment Of

Recovered Unspent

amount -Cash

section

Since the adjustment is made for 10000, payment section shall pay the remaining 2000 against the standard bill


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12 Business Process- Petty Cash system

Process Overview Petty Cash system is the system in which an advance shall be given to the petty cashier for meeting day-to-day petty

expenses.

Petty cashier does all the expenses out of that advance amount and takes the recoupment for the expenses incurred.

12.1 Bill Creation for Petty cash Advance

12.1.1 Process for DDO Assistant


Click on Bill processing to create a bill for petty cash advance.

Click on Bill

Processing to

Create a Bill


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Petty Cash

Advance to

Employee –

Process for DDO

Assistant

A prepayment bill shall be created for giving a petty cash advance.

Select “Drawing Disbursing Officer (DDO)” and Supplier Number “3719” will come automatically.

For making an advance to petty cashier, site shall always be taken as ‘Division Name’.

The DDO assistant has to select ‘Division’ from list of values for making an advance to petty cashier.

Bill received date shall be the date on which DDO assistant receives the request file to process advance for imprest.

Vendor name: Drawing

Disbursing Officer (DDO) Bill received date Type as Prepayment Select site as Division

Name


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Petty Cash

Advance to

Employee –

Process for DDO

Assistant

Enter the Invoice Number in the following format: PC-Date-Employee Name as explained below.

Enter the bill amount in the header as well as in the lines and click on distributions.

Enter Bill amount Invoice Number

Enter the

amount in the

lines

Now click on

the distributions

button

Enter Description


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Petty Cash

Advance to

Employee –

Process for DDO

Assistant

Distributions form open up with defaulted values in the Amount and Account field.

Amount will

come

automatically

Account coming as

defaulted with Petty

cash advance


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Petty Cash

Advance to

Employee –

Process for DDO

Assistant

Save the bill and close the distributions screen.

A bill number will automatically get generated.

Run the “Bill Report” for the bill number as explained before. (View Requests Submit a new Request Single

Request OK ICAR Bill Report Bill Number Submit No Find View Output)

Take Print out of bill report and attach with manual documents.

Now forward the bill file to the DDO for further actions.

Bill number


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Petty Cash

Advance bill

DDO



Petty Cash

Advance bill

Audit and

Accounts section



Petty Cash

Advance bill

Cash section


12.2 Bill Creation for Petty cash Expenses




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Bill Creation for

Petty cash Expenses

- Process for DDO

Assistant

Click on Bill processing to create a bill for petty cash expenses

Click on Bill

Processing to

Create a Bill


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Bill Creation for

Petty cash Expenses

- Process for DDO

Assistant

Create a standard bill.

Enter the following details.

Vendor name as “Drawing

Disbursing Officer (DDO)” Bill received date Type as Standard

Select site as Division


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Bill Creation for

Petty cash Expenses

- Process for DDO

Assistant

Enter the expense Amount, Description and the same amount in Line.

Click on distributions.

Bill Amount Description

Bill Amount in Line

Click on Distributions


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Bill Creation for

Petty cash Expenses

- Process for DDO

Assistant

Enter separate line for each expense type and select the appropriate account. For example: If there are 10 bills but of 3 types

i.e. stationery, maintenance and postage then create 3 lines for the respective expenses

Save the Bill and close the distribution window.

Generate the bill report, take a print and attach it will the bill file.

Forward the bill file to the DDO

Create separate line for

each expense category


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Bill Creation for

Petty cash

Expenses - Process

for DDO



Employee Advance

bill

Audit and

Accounts section



Employee Advance

bill

Cash section



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13 Bill Creation for Letter of Credit (LC)

LC - Overview A letter of credit is a document issued by a financial institution, or a similar party, assuring payment to a seller of goods

and/or services provided certain documents have been presented to the bank.

These are documents that essentially prove that the seller has performed his duties under an underlying contract (e.g., sale of

goods contract) and the goods have been supplied as agreed. In return for these documents, the beneficiary receives payment

from the financial institution that issued the letter of credit. The letter of credit serves essentially as a guarantee to the seller

that it will be paid regardless of whether the buyer ultimately fails to pay. In this way, the risk that the buyer will fail to pay

is transferred from the seller to the letter of credit's issuer. The letter of credit can also be used to ensure that all the agreed

upon standards and quality of goods are met by the supplier, provided that these requirements are reflected in the documents

described in the letter of credit.

Process Overview A Purchase/Supply shall be created by the Purchasing officer of the amount equal to the LC amount in INR as determined

by the sanction letter.

A prepayment bill shall be created for the LC margin money and shall be paid. This bill shall be created by selecting the

purchase order number for making payment to the bank with whom the LC is opened.

Overview of the process is:

o A Purchase Order (PO) with LC information shall be created

o PO backed vendor bill shall be created.

o As per the agreement, 90% amount shall be released to the vendor upon receiving the shipping documents (Material

Dispatch documents) and balance 10% shall be paid after the receiving of the goods.

o LC Register Report can be run to view the status of the particular LC


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13.1 Prepayment Bill for LC


Navigation IARI payables DDO AssistantBill Processing

Prepayment Bill for

LC - Process for

DDO Assistant

Select Bill processing and click on Open Button.

Click on Bill

Processing to

Create a Bill


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Prepayment Bill for

LC - Process for

DDO Assistant

Create a Prepayment Bill in the name of the vendor and enter the other details as well.

Select the Bill type as Prepayment

Select the PO Number for which the Order is placed.

Vendor Name and Supplier number will be auto-populated.

Select the

respective PO

number

Enter the invoice no as

LC-Bill File number

Type as

Prepayment

Select site


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Prepayment Bill for

LC - Process for

DDO Assistant

Enter the amount of LC which is to be opened with the bank at the lines level.

LC details shall also be entered in the lines only.

Amount of LC


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Prepayment Bill for

LC - Process for

DDO Assistant

Then click on Distribution Tab.

Enter amount and Select Margin Money against Letter of Credit account in account field.

Now save and close the distributions screen.

Note the bill number and Generate the Bill Report as detailed before.

Take a print of the bill report, attach it with the bill file and send the file to DDO.

Enter the LC

Account


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Prepayment Bill

for LC - Process

for DDO



Prepayment Bill

for LC - Process

for Audit &

Accounts section



Prepayment Bill

for LC - Process

for Cash section

Process for payment of prepayment bill is same as discussed before.


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13.2 Creation of Standard bill


Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

A standard bill shall be created for the Invoice received from the purchase section. Such invoices shall be having a PO

Number against them.

Select the relevant PO and enter other details as shown.

Select the PO number Enter the invoice

number

Type as

Standard

Invoice

date


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

Enter the Bill amount and change the Match action to Purchase Order.

Since Bill is prepared before the actual receiving of the goods, the match basis for PO shall not be receipt but shall be

Purchase order.

Click on match.

Match Option as

Purchase Order

Enter the Amount of

Supplier invoice

Click here


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

Match to Purchase order screen shall open.

Select the match check box as shown and click on Match.

Click on Match

Check the Match

checkbox


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

The PO details will come on the bill automatically.

Now go to lines in order to enter the LC details to this bill.

Click on Lines


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

Now click on Actions…1 and select the Apply/Unapply Prepayment Button.


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

As per the LC agreement, 90% payment is to be made in advance and balance 10% after receiving the goods/services.

DDO Assistant will do the prepayment application of 90% of the LC amount as released by the bank as shown below:

Check the

Apply button

Do application of

90% amount

Click on Apply


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

That amount will move in the second half of the screen showing Prepayment applications done


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

The applied amount can be seen in the amount paid column.

Generate the Bill Report

Take print of the Bill report, attach with Bill file and send the bill file to DDO for further action.


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DDO Process for DDO is same as explained before.


Audit and

Accounts section Process for Audit and Accounts section is same as explained before.


Cash section Since the adjustment is already being done, no need for payment of this bill.

13.2.5 ICAR LC Register

Overview ICAR LC register report will show the details of the LC, amount of LC, Bill number of the LC bill, the amount released

etc.

Run this Concurrent program.


Output

ICAR LC register.xlsx


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13.3 Adjustment of the LC bill after Receiving of Goods


Adjustment of the

LC bill after

Receiving -

Process for DDO

Assistant

After receiving goods, he will do the balance 10% application.


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Adjustment of the

LC bill after

Receiving -

Process for DDO

Assistant

The process is the same as discussed before.

Adjustment of the

LC bill after

Receiving -

Process for DDO

Assistant

Here, user can see both the prepayment applications in the screen.


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Adjustment of the

LC bill after

Receiving -

Process for DDO

Assistant

And now the paid amount shall change to 100% from 90%.


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DDO Process for DDO section is same as explained before.


Audit and

Accounts section Process for Audit and Accounts section is same as explained before.


Cash section Since the adjustment is already being done, no need for payment of this bill.

13.3.5 ICAR LC Register

Overview ICAR LC register report will show the details of the LC, amount of LC, Bill number of the LC bill, the amount released

etc.

Run this Concurrent program.



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Output

ICAR LC register 2..xlsx

14 Business Process – Advances to Supplier (CPWD) based on PO

14.1 Prepayment bill of Advance amount


Overview This process would be followed when an advance is to be given to a vendor.

All the advances to CPWD will follow the same process.

Ex. CPWD is given 1/3rd

of the amount as advance.

Navigation IARI payables DDO AssistantBill Processing


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

Select bill processing and click on Open Button.


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

Select the bill type as prepayment and search for the PO number as shown below.

Bill Type as

Prepayment Search the

PO Number


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

Enter the details on the bill as shown

Vendor invoice

number

Site Name


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

Enter the Bill amount at header level and line level

Click on Distribution.

Enter the Amount of advance to be

given. Ex. for CPWD 1/3rd

of the

total amount

Click here

Enter Advance Amount


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

The amount will be automatically filled in distribution with default account codes.

Change the Fund Type and Account as per the advance bill.

Click on Ok and Save.

Generate the Bill report as discussed before

Take Print of Bill report, Attach with Bill File and send to DDO.

Change Fund

Type

Change Account


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Prepayment bill of

Advance amount -

Process for DDO



Prepayment bill of

Advance amount -

Process for Audit

and Accounts

section



Prepayment bill of

Advance amount -

Process for Cash

section


After payment of the prepayment bill, the status shall be ‘Available’.

14.1.5 ICAR Objection Book Report for Contingencies

Run the

Concurrent

Request program --

Screenshots and

Steps

Run the Concurrent program “ICAR Objection Book Report for Contingencies”

With the help of “ICAR Objection Book Report for Contingencies” you can know the advance given to supplier

and adjustment amount

ICAR objection book for contingencies.xlsx


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14.2 Process of Bill creation by DDO Assistant

Overview As soon as CPWD completes the work, they will send the adjustment bills in accordance with the advances taken for the

work.


Process of

Adjustment Bill

creation –DDO

Assistant

Click on Bill processing to create an.

Click on Open.


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Click on Bill

Processing


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Process of

Adjustment Bill

creation –DDO

Assistant

Create a bill for the invoice given by vendor ex. CPWD after completion of the work.

Create a ‘Standard’ type bill.

Select the respective PO number

A Pop up message will appear as shown below. It will give a reminder that prepayments are available for application for

this vendor. Click on ok and proceed.

Type- Standard Select the PO number

This pop up will

come


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Process of

Adjustment Bill

creation –DDO

Assistant

Enter the vendor invoice number from the bill file

Vendor invoice

number


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Process of

Adjustment Bill

creation –DDO

Assistant

Enter the details as follows.

Invoice received

date Bill amount


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Process of

Adjustment Bill

creation –DDO

Assistant

Change the Match option to Receipt.

Click on Match button, to match with Receipt.

Click here

Match Action

Receipt


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Process of

Adjustment Bill

creation –DDO

Assistant

Find purchase order screen shall open.

Click on Find button,

Click here


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Process of

Adjustment Bill

creation –DDO

Assistant

Check the Match check box to do the matching..

lick on Match button.

Click here


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Process of

Adjustment Bill

creation –DDO

Assistant

All the details of the purchase order get copied on the standard bill.


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Process of

Adjustment Bill

creation –DDO

Assistant

Click Actions tool bar to do the funds check as already discussed.

To do the adjustments for the advances to CPWD, click on Actions….1 button.

Click on

Actions…1


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Process of

Adjustment Bill

creation –DDO

Assistant

Select the check box for application of the prepayment bill.

Click OK.

Check the box


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Process of

Adjustment Bill

creation –DDO

Assistant


It will show all the prepayments available for application, along with the amount available as well as the details of the

existing prepayment applications in the second half of the window.

Here prepayment number is the Invoice number of the prepayment bills.

These prepayment invoices can be used to apply them on an unpaid bill.

Check the box ‘Apply’ to apply the prepayment on the selected bill.

Click on the ‘Apply/Unapply’ button to apply.

Check the box

‘Apply’ Prepayment

number

Amount

available for

application

Click on

‘Apply/Unapply’

button


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Process of

Adjustment Bill

creation –DDO

Assistant

Upon saving, the details of the prepayment will move in the lower section of the window, with the name ‘Existing

Prepayment application’.

Click on save button.

Close the application screen.

Prepayment

Application is

done


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Process of

Adjustment Bill

creation –DDO

Assistant

Click on ‘View prepayment application’ tab to view all the details of the prepayment application on this bill.

Generate the Bill report

Take Print of Bill Report, Attach with Bill File and forward to DDO for further processing.


Process of Process of validation, etc. is same for DDO as discussed earlier.


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Adjustment Bill

creation –DDO

14.2.2 Process for Audit and Accounts section

Process of

Adjustment Bill

creation - Process

for Audit and

Accounts section

Process of approval by Audit and accounts officer is same as discussed before.

14.2.3 Process for Payment

Process of

Adjustment Bill

creation - Process

for Cash section

Since adjustment will be done, the payment will be done only for the amount remaining un-paid if any.

14.2.4 ICAR Objection Book Report for Contingencies after the advance and adjustment

Overview ‘ICAR Objection Book Report for Contingencies can be run anytime to view all the objections as on date. It will show

the detailed information of all the advances given to the Vendor ex. CPWD, as well as its utilization.

Output The amount of advance along with adjustment to a vendor shall be reflected in the ‘ICAR Objection Book Report for

Contingencies’ at any point of time after the payment.

ICAR objection book for contingencies.xlsx


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15 Buy Back Process

15.1 Process for DDO Assistant

Overview For Buyback, PO backed bill shall be created.

Bill creation for

Buy Back – DDO

Assistant

Buyback Process

Bill

Cre

atio

nN

ew

Ass

et C

ap

italiz

atio

nP

urc

ha

sin

gA

sse

t

Re

tire

me

nt

Retiring old Asset

--Sale Amount as

agreed with the

Supplier

Raising Purchase Order

for the new asset with

the full cost of the Asset

--Capture Buyback

Amount at line

Run ICAR PO

BUDGET

PROGRAM

Create Receipt and

Inspection of the New

Asset

The New Asset shall be

capitalized with the total

amount

Validation and

Approval

Creation of a negative

amount line with the

buyback amount.

Bill Creation against

the Receipt for the

Net Amount

Cash Section Disburse the

(Invoice Amount- Buyback

amount) to Supplier


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Bill creation for

Buy Back – DDO

Assistant

Select the Purchase order number from the list of values for which invoice is to be created. The PO number will be there in

the bill file

Enter the invoice number.

Select the desired PO and click on OK button.

Vendor name and Supplier number will come automatically.

Select the PO number


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Bill creation for

Buy Back – DDO

Assistant

Vendor name, supplier Number and supplier site will come automatically.

Select the invoice date from the calendar

Enter the net amount to be payable to the vendor.

Click on Match button.

Click on Match button to

match with PO

In the Header enter the net

payable amount


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Bill creation for

Buy Back – DDO

Assistant

“Find Receipts for Matching “form opens up.

Purchase Order number is coming from bill header.

Click on Find.


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Bill creation for

Buy Back – DDO

Assistant

“Match to Receipts” form opens up.

Check Match Box.

Click on Match Button as shown in figure.


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Bill creation for

Buy Back – DDO

Assistant

Now click on Lines tab.

Click on Next line and enter a negative amount for the amount of buyback.

And delete the PO number in the line 2

And click on Distributions.

Lines

Click here

Delete the

PO number


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Bill creation for

Buy Back – DDO

Assistant

Enter the amount in negative in lines.

And enter the account ‘570004’. This is a FA sale clearing account.

Click on OK and save the bill.

Enter the amount in

negative

Select the account as

displayed


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Bill creation for

Buy Back – DDO

Assistant

Save the bill and forward the file to DDO.

Click on this yellow floppy to save.


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Bill creation for

Buy Back – DDO

Assistant

Click on Actions...1 and check Initiate Approval.

Click on OK to submit.

Bill is submitted to concerned person for approval.

Forward the bill file


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15.2 Business Process for DDO

Overview Once DDO Assistant has created a bill and forwarded the bill file to the DDO, he will start action.

DDO shall open the notificationl and proceed with the actions.

DDO shall do funds checking for availability of funds.

Then he shall validate the bill and initiate the approval for the validated bill.

Thereby the DDO shall forward the bill file to the Audit and accounts section for audit purposes.

Navigation Open the link for the Oracle Instance http://icarerp.iasri.res.in/

Business Process

for DDO

Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on

first time login.


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Business Process

for DDO This page is known as Oracle Home Page.

In Worklist, DDO can view all the bills which are pending at his end in the form of alerts/ Notification and are waiting for

user’s actions.

Every time an assistant creates a bill and Initiates it for approval in the system, it will come to the DDO in the form of these

alerts/ notifications.

Click on an alert/ notification to open it.


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Business Process

for DDO This notification/ alert will show all the details as to when and by whom is this bill created, and initiated for approval, the

amount of bill, vendor name, bill number etc.

To take further actions and view further more details click on View Invoice Form.


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Business Process

for DDO Upon clicking on the View Invoice Form, following screen shall open.

From here, select the relevant responsibility in which the DDO wants to open this bill.


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Bill creation for

Buy Back – DDO Using the Bill file, DDO shall search the Bill as explained before and proof read it.


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Bill creation for

Buy Back – DDO He will Check for funds availability.

Go to Actions and click on Check Funds.

If funds are available, it will show below message “This Invoice, line or distribution passed budgetary control” This

Invoice, line or distribution passed budgetary control” or “This Invoice, line or distribution passed budgetary

control with advisory warnings. Please View Budgetary control results from the tool menu to see the details”.

It means that the funds are available for the bill created.


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Bill creation for

Buy Back – DDO If DDO is satisfied as to the correctness of the bill, he shall validate the Invoice.

Click on Actions…1.


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Bill creation for

Buy Back – DDO Check the Validate.

Click on OK to validate the invoice.


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Bill creation for

Buy Back – DDO If the Bill is approved, then the status will change to ‘Validated’ and ‘Workflow Approved’.


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16 How to Run any Concurrent Report?

Navigation

View Request

Run the Concurrent

program “ICAR

Payment Voucher

Report”

Process for running any concurrent report is same.

Click here


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Run the Concurrent

program “ICAR

Payment Voucher

Report”

Click on Submit a New Request

Click here


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Run the Concurrent

program “ICAR

Payment Voucher

Report”

Click Ok for submitting Single Request

Click Ok


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Run the

Concurrent

program “ICAR

Payment Voucher

Report”

Enter the parameters as shown in figure.

Click on OK and again click on Submit Button.

And Click NO.

Enter the Name

of the concurrent

program name

Enter the

Parameters


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Run the

Concurrent

program “ICAR

Payment Voucher

Report”

Now click on Refresh Data to refresh the status of the request.

Program should be completed with status as Normal. As shown in figure.

To View the result click on View output.


Request shall be

completed in status

as Completed and

Normal

Click on

View output