ORACLE ACCOUNTS PAYABLES - misfms.icar.gov.inOracle Accounts Payable – User Manual Version 30.0 ORACLE ACCOUNTS PAYABLES – User Manual Implementation of Management Information

Oracle Accounts Payable – User Manual Version 30.0

ORACLE ACCOUNTS PAYABLES – User Manual

Implementation of Management Information System (MIS)

Including Financial Management System (FMS)

ICAR

Version No.: 30.0

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

Sh. Brahm Parkash, AAO

Sh. S George, CF&AO


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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 30.0

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DOCUMENT RELEASE NOTICE

Payables – User Manual Document

Version no: 30.0

Release no: All Releases

Date of Release : 20th August 2013

Client : Indian Council of Agricultural Research

Project : FMS & MIS Implementation

Author : Sh. Himanshu Garg

Reviewer : Sh. Amarnath Vankadara Date: 20th August 2013

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 Himanshu

10.0 14th October 2014 Reviewed Version 1.0 Himanshu

20.0 23th May 2015 Reviewed Version 10.0 Sneha

30.0 20th Aug 2018 Reviewed Version 20 Sneha


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Table of Contents

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

1.1 ABOUT THIS DOCUMENT ................................................................................................................................................................................................................... 10 1.2 USING MENU BAR AND SHORTCUT KEYS .......................................................................................................................................................................................... 11 1.3 IMPORTANT KEYBOARD SHORTCUT .................................................................................................................................................................................................. 12

2 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................. 13

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

3.1 BILL CREATION, APPROVAL AND PAYMENT PROCESS ...................................................................................................................................................................... 14 3.2 BILL CREATION PROCESS – DIAGRAMMATIC FLOW ......................................................................................................................................................................... 15 3.3 BILL APPROVAL & PAYMENT PROCESS - DIAGRAMMATIC FLOW ..................................................................................................................................................... 16

4 BILL CREATION PROCESS .............................................................................................................................................................................................................. 17

4.1 BUSINESS PROCESS – BILL CREATION PROCESS BASED ON PURCHASE ORDER-............................................................................................................................... 17 4.2 BUSINESS PROCESS – BILL CREATION PROCESS WITHOUT PO ......................................................................................................................................................... 31

5 BUSINESS PROCESS FOR DDO ....................................................................................................................................................................................................... 51

5.1 SUBMIT THE CONCURRENT PROGRAM - ICAR INVOICE REGISTER REPORT ..................................................................................................................................... 64

6 BUSINESS PROCESS FOR AUDIT & ACCOUNTS SECTION – ASSISTANT AND FINANCIAL AND AUDIT OFFICER ............................................... 70

7 BUSINESS PROCESS – PAYMENT PROCESS ............................................................................................................................................................................... 82

7.1 CONCURRENT PROGRAMS ................................................................................................................................................................................................................ 98 7.1.1 ICAR Payment Voucher Report ............................................................................................................................................................................................... 98 7.1.2 ICAR Payment advice ............................................................................................................................................................................................................ 103 7.1.3 ICAR Electronic Fund Transfer Report ................................................................................................................................................................................. 103 7.1.4 ICAR Main Cash Book Report ............................................................................................................................................................................................... 104 7.1.5 ICAR Invoice Turnaround Report.......................................................................................................................................................................................... 105

8 BUSINESS PROCESS – BILL CREATION WITH TAX DEDUCTION AT SOURCE (TDS) .................................................................................................. 106

8.1 PROCESS FOR DDO ASSISTANT ...................................................................................................................................................................................................... 106 8.2 PROCESS FOR DDO ........................................................................................................................................................................................................................ 112 8.3 PROCESS FOR AUDIT & ACCOUNTS SECTION .................................................................................................................................................................................. 122 8.4 PAYMENT PROCESS – TDS INVOICES ............................................................................................................................................................................................. 123

8.4.1 Payment to Vendor ................................................................................................................................................................................................................ 123 8.4.2 Payment to Commissioner of Income Tax ............................................................................................................................................................................. 139


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8.5 CONCURRENT REPORTS .................................................................................................................................................................................................................. 139 8.5.1 ICAR Payment Voucher report .............................................................................................................................................................................................. 139 8.5.2 ICAR Payment advice ............................................................................................................................................................................................................ 140 8.5.3 ICAR Main Cash Book Report ............................................................................................................................................................................................... 140 8.5.4 ICAR TDS Unchallaned Payments Report ............................................................................................................................................................................ 141 8.5.5 ICAR TDS Detailed Report .................................................................................................................................................................................................... 141

8.6 ENTER TDS CHALLAN DETAILS- DDO .......................................................................................................................................................................................... 142 8.7 PROCESS TO GENERATE QUARTERLY RETURNS ............................................................................................................................................................................. 145

8.7.1 India - Process TDS Payments .............................................................................................................................................................................................. 146 8.7.2 India - Generate TDS Certificates ......................................................................................................................................................................................... 147 8.7.3 India - TDS Certificates ......................................................................................................................................................................................................... 148 8.7.4 India - Program to generate eTDS Quarterly Certificates 26Q ............................................................................................................................................ 149

9 BUSINESS PROCESS – ADVANCES TO EMPLOYEES .............................................................................................................................................................. 150

9.1 PREPAYMENT BILL OF ADVANCE AMOUNT..................................................................................................................................................................................... 150 9.1.1 Process for DDO assistant .................................................................................................................................................................................................... 150 9.1.2 Process for DDO ................................................................................................................................................................................................................... 159 9.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 159 9.1.4 Payment Process .................................................................................................................................................................................................................... 159 9.1.5 ICAR Objection book report after the advance ..................................................................................................................................................................... 160

9.2 ADJUSTMENT OF ADVANCES GIVEN TO EMPLOYEES ...................................................................................................................................................................... 160 9.2.1 Process for DDO assistant .................................................................................................................................................................................................... 161 9.2.2 Process for DDO ................................................................................................................................................................................................................... 172 9.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 172 9.2.4 Payment Process .................................................................................................................................................................................................................... 172 9.2.5 ICAR Objection book report after the advance and adjustment ............................................................................................................................................ 173

9.3 RECOVERY OF THE UNSPENT AMOUNT ........................................................................................................................................................................................... 173 9.3.1 Process for DDO Assistant - Creation of Recovery Bill ........................................................................................................................................................ 174 9.3.2 Process for DDO - Adjustment of Unspent amount Bill ........................................................................................................................................................ 181 9.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 182 9.3.4 Payment Process .................................................................................................................................................................................................................... 182 9.3.5 ICAR Objection book report after the advance and adjustment ............................................................................................................................................ 183

10 BUSINESS PROCESS- PETTY CASH SYSTEM........................................................................................................................................................................ 184

10.1 BILL CREATION FOR PETTY CASH ADVANCE .................................................................................................................................................................................. 184 10.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 184 10.1.2 Process for DDO ................................................................................................................................................................................................................... 190 10.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 190 10.1.4 Payment Process .................................................................................................................................................................................................................... 190

10.2 BILL CREATION FOR PETTY CASH EXPENSES .................................................................................................................................................................................. 191


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10.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 191 10.2.2 Process for DDO ................................................................................................................................................................................................................... 195 10.2.3 ICAR Objection Book ............................................................................................................................................................................................................ 196 10.2.4 Process for Audit & Accounts section ................................................................................................................................................................................... 196 10.2.5 Payment Process .................................................................................................................................................................................................................... 196

11 BILL CREATION FOR LETTER OF CREDIT (LC) ................................................................................................................................................................ 197

11.1 PREPAYMENT BILL FOR LC ............................................................................................................................................................................................................ 198 11.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 198 11.1.2 Process for DDO ................................................................................................................................................................................................................... 204 11.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 204 11.1.4 Payment Process .................................................................................................................................................................................................................... 204

11.2 CREATION OF STANDARD BILL ....................................................................................................................................................................................................... 205 11.2.1 Process for DDO Assistant .................................................................................................................................................................................................... 205 11.2.2 Process for DDO ................................................................................................................................................................................................................... 214 11.2.3 Process for Audit & Accounts section ................................................................................................................................................................................... 214 11.2.4 Payment Process .................................................................................................................................................................................................................... 214 11.2.5 ICAR Objection Book Report ................................................................................................................................................................................................. 215

11.3 ADJUSTMENT OF THE LC BILL AFTER RECEIVING OF GOODS .......................................................................................................................................................... 216 11.3.1 Process for DDO Assistant .................................................................................................................................................................................................... 216 11.3.2 Process for DDO ................................................................................................................................................................................................................... 220 11.3.3 Process for Audit & Accounts section ................................................................................................................................................................................... 220 11.3.4 Payment Process .................................................................................................................................................................................................................... 220

12 BUSINESS PROCESS – ADVANCES TO SUPPLIER (CPWD) BASED ON PO .................................................................................................................... 221

12.1 PREPAYMENT BILL OF ADVANCE AMOUNT ..................................................................................................................................................................................... 221 12.1.1 Process for DDO Assistant .................................................................................................................................................................................................... 221 12.1.2 Process for DDO ................................................................................................................................................................................................................... 229 12.1.3 Process for Audit & Accounts section ................................................................................................................................................................................... 229 12.1.4 Payment Process .................................................................................................................................................................................................................... 230 12.1.5 ICAR Objection Book Report ................................................................................................................................................................................................. 231

12.2 PROCESS OF BILL CREATION BY DDO ASSISTANT .......................................................................................................................................................................... 232 12.3 BILL AMOUNT FALLS WITHIN 2/3RD (67%) OF THE CONTRACTUAL AMOUNT ................................................................................................................................... 240

12.3.1 Process for DDO ................................................................................................................................................................................................................... 240 12.3.2 Process for Audit and Accounts section................................................................................................................................................................................. 240 12.3.3 Process for Payment .............................................................................................................................................................................................................. 240

12.4 BILL AMOUNT EXCEEDS 2/3RD (67%) OF THE CONTRACTUAL AMOUNT ........................................................................................................................................... 241 12.4.1 Process for DDO Assistant .................................................................................................................................................................................................... 242 12.4.2 Process for DDO ................................................................................................................................................................................................................... 248 12.4.3 Process for Audit and Accounts section................................................................................................................................................................................. 248


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12.4.4 Process for Payment .............................................................................................................................................................................................................. 248 12.4.5 ICAR Objection Book Report after the advance and adjustment ........................................................................................................................................... 249

13 BUY BACK PROCESS ................................................................................................................................................................................................................... 250

13.1 PROCESS FOR DDO ASSISTANT ...................................................................................................................................................................................................... 250 13.2 BUSINESS PROCESS FOR DDO ........................................................................................................................................................................................................ 259

14.1BUSINESS PROCESS – BILL CREATION PROCESS FOR PROJECTS ..................................................................................................................................................... 268

15 HOW TO RUN ANY CONCURRENT REPORT? ...................................................................................................................................................................... 275


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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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1.2 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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1.3 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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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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3 Process Overview

3.1 Bill Creation, Approval and Payment Process

Process Overview

Bills Creation Process

• Bill processing form is used to enter bills like bills based on purchase order, supplier advance bills, employee advance bills,

employee settlement bills, supplier invoices, TDS bills etc.

• DDO Assistant shall enter all the fields like Nature of Bill, Bill type, vendor name, vendor invoice date, vendor Invoice

number, bill amount, payment method, etc.

• Then in the line tabs enter the Amount and in Distributions enter amount and select appropriate account carefully.

• DDO Assistant would apply the applicable Tax Deduction at Source (TDS) section in the Distributions lines. (Optional)

• Once the Bill is created, the DDO Assistant shall save the invoice and will forward the bill file to the DDO.

• Now, upon receiving the bill file, DDO shall open the notification and shall open it and proceed with the actions.

• DDO shall do funds checking for availability of funds.

• Then he shall validate the bill and approve it.

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

Approval and Payment

• Dealing assistant of Audit section shall enter the file received date and check the bills entered in the system with the bill file.

Senior Financial and Audit Officer (S.F&AO) or F&AO will validate the bill.

• Once the Bill is approved the bill file moves to the Payment section for payment, where the payment is made.


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3.2 Bill Creation Process – Diagrammatic Flow

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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3.3 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 Bill Creation Process

4.1 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 Assistant→Bill Processing

Bill Creation

Process based on

PO - DDO

Assistant

Click on Bill

Processing to

Create a Bill


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Bill Creation

Process based on

PO - DDO

Assistant

• 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 Nature of Bill

Enter vendor invoice date

Select vendor name and vendor number and site will auto populate

Select Bill type from LOV

Enter Invoice number


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Bill Creation

Process based on

PO - DDO

Assistant

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 Enter the nature of bill

Click on Bill type

to select standard


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Bill Creation

Process based on

PO - 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.

• 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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Bill Creation

Process based on

PO - DDO

Assistant

• 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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Bill Creation

Process based on

PO - DDO

Assistant

• 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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Bill Creation

Process based on

PO - DDO

Assistant

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

Click on Match button to

match with PO


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Bill Creation

Process based on

PO - 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

Process based on

PO - 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

Process based on

PO - DDO

Assistant

• 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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Bill Creation

Process based on

PO - DDO

Assistant

• 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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Bill Creation

Process based on

PO - DDO

Assistant

• Once the bill is created, the bill shall be sent to the DDO


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Bill Creation

Process based on

PO - DDO

Assistant

• The DDO will check the bill in all respects.


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Bill Creation

Process based on

PO - DDO

Assistant

• On this stage, you can see that the status of bill is never validated

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


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4.2 Business Process – Bill Creation Process without PO

Navigation



Bill Creation

Process without PO

- DDO Assistant

• 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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Navigation

• Home Page opens up

Bill Creation

Process without PO

- DDO Assistant

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

1. Click on IARI Payables DDO Assistant

responsibility.

2. Click on Bill Processing


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Navigation • IARI Payables DDO Assistant → Bill Processing

Bill Creation

Process without PO

- DDO Assistant

Click on Bill Processing to

create a Bill


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Bill Creation

Process without PO

- DDO Assistant

• The DDO assistant shall use the bill file for entering the bills.

• Following is the bill form.

• The respective institute’s name will come automatically.

LOV button

Enter vendor invoice

date

Select vendor name

and vendor number and site will default

Select Bill type from LOV


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Bill Creation

Process without PO

- DDO Assistant

• 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 Enter the nature of bills

Click on the LOV button


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Bill Creation

Process without PO

- DDO Assistant

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



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Bill Creation

Process without PO

- DDO Assistant

• 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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Bill Creation

Process without PO

- DDO Assistant

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



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Bill Creation

Process without PO

- DDO Assistant

• Vendor invoice number-The system will give you the following message. The message represents that do you want to use

the invoice date as invoice number.Click on Cancel and enter the invoice number as mentioned on the vendor invoice.


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Bill Creation

Process without PO

- DDO Assistant

• 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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Bill Creation

Process without PO

- DDO Assistant

• 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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Bill Creation

Process without PO

- DDO Assistant

Now, Click on Lines.

• Line Type will be Item (automatic).

• Enter Amount and click on Distributions.

Enter amount

Click Distribution


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Bill Creation

Process without PO

- DDO Assistant

• Distributions form open up.

• Click on the Account LOV’s.

Enter amount


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Bill Creation

Process without PO

- DDO Assistant

• 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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Bill Creation

Process without PO

- DDO Assistant

• 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 Grant, Grant NEH,

Grant NSP, IRGS, deposit scheme, etc

o Click OK.


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Bill Creation

Process without PO

- DDO Assistant

• 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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Bill Creation

Process without PO

- DDO Assistant

• 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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Bill Creation

Process without PO

- DDO Assistant

• 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.

• The user shall click ok and save the Bill created.

• And close the distributions screen.


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Bill Creation

Process without

PO - DDO

Assistant

• A bill number will be generated in the system automatically upon saving the bill which will act as reference number.


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Bill Creation

Process without PO

- DDO Assistant

• Forward the Bill for checking purposes to DDO

• The DDO can check the bill and correct if any corrections are required


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5 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 open the bill in the system


• DDO can correct the bill for any mistakes


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.

• It will have all the responsibilities the DDO is having.

• DDO can click on any responsibility and perform action


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Business Process

for DDO • Through this form DDO can click on IARI Payable DDO Responsibility


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Business Process

for DDO • Click on Bill processing, system will give below message.

• Click on Check box

• Click on Run


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Business Process

for DDO • The bill form will open automatically and will be displayed on the screen.

• DDO will click on torch icon above and search the bill on the basis of bill number

• Now the bill would open automatically. DDO will now proof read the bill created by their assistant, using the bill file

received from dealing hand.

• Click on Lines > Distributions and check whether the correct account has been selected or not.


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Business Process

for DDO • If correct combination is selected then click on ok, and close this distribution screen, else the officer can correct the

combination here also.

• The process to enter these details along with their meaning is explained in detail in the ‘Process for DDO Assistant’.


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Business Process

for DDO • After proof reading the bill he will check for funds availability.

• When you click on Check Funds, it will check whether there are sufficient funds available in the respective fund type and

scheme or not.

• Go to Actions and click on Check Funds.


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Business Process

for DDO • If funds are available, it will show the message “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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Business Process

for DDO • If DDO is satisfied as to the correctness of the bill, he shall forward the bill to the audit section.


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Business Process

for DDO

o DDO can also ask the DDO Assistant to correct the bill in case any correction is required

o DDO can also perform the rectifications on his end

o In case budget is not available, DDO can advise the audit section to upload budget

o In addition to above DDO can run ICAR Bill tracking report on daily basis to see the bills which are

pending at various stages.

o Navigation to Run ICAR Bill Tracking report

- Click on View

- Click on Request

- Click on Submit a New Request

- Click on OK

- Enter the name of Report


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Business Process

for DDO

- Report Name: ICAR Bill Tracking Report

- Enter the Report Parameters


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Business Process

for DDO

- Enter the institute Name(Mandatory)

- Enter the Vendor name

- Enter the Bill Number

- Enter the From date

- Enter To date


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Business Process

for DDO

- Through the above report, DDO can easily get to know what all bills have been created during a

given date range

- In case some bills are lying pending for long at DDO Assistant/DDO level, DDO can take action

against them as to whether they are to be forwarded to the Audit section or not

- If the said bills are not to be forwarded to the Audit Section, then the bills can be cancelled at DDO

level


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5.1 Submit the Concurrent Program - ICAR Invoice Register Report

Concurrent

program ICAR

Invoice Register

• To view the Result of the invoice creation process, run the concurrent Program.

• Run Concurrent Program “ICAR Invoice Register”.

• It show details of all bills entered (both paid and unpaid).

Steps to Run Concurrent Program:

Responsibility: IARI Payables DDO/IARI Payables DDO Assistant

Navigation: View →Requests


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Concurrent

program ICAR

Invoice Register

• Click on Submit a New Request


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Concurrent

program ICAR

Invoice Register

• Select Single Request and click on OK


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Concurrent

program ICAR

Invoice Register

• Submit Request form opens up

• Select the program called “ICAR Invoice Register” from list of values in Name field.

• Enter From Date and To Date then click on OK.

• Click on ‘Submit’


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Concurrent

program ICAR

Invoice Register

• When you click on submit, a popup message opens giving the option to submit another request. Click as required.


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Concurrent

program ICAR

Invoice Register

• Click on Find and all the submitted requests will be displayed.

• Request is submitted wit Request ID as shown in figure.

• Make sure Request program should Completed with status as Normal as shown in below fig.

• To see the result click on View output.

ICAR_Invoice register.xlsx

Here you can see program is completed with status as Normal

Click on View

output to see the

result


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

Overview • When DDO sends the bill further, it will come to the Senior Financial and Audit Officer (S.F&AO) for his validation after

passing through the Audit assistant.

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

• The audit section needs to validate the bill in case it is perfectly fine


Business Process

for Audit Assistant


first time login.



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Business Process

for Audit Assistant • This page is known as Oracle Home Page.


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Business Process

for Audit Assistant • Click on IARI Payable Audit & Accounts

• Click on Bill Processing

• The Bill Form will open Up

• Click on Torch Icon, enter the bill number and click on Find


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Business Process

for Audit Assistant • Now the bill opens.


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Business Process

for Audit Assistant • The Dealing assistant will now enter the date on which the bill file is received.

• Click on Nature of Bill. Enter the File Received Date and File Number


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Business Process

for Audit Assistant • Following screen opens.

• Here enter the file received date and file number and click on OK.

• Click on OK

• Save it and close the bill screen.

• Click on Lines > Distributions and check whether the correct account has been selected or not.


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Business Process

for Audit Assistant • If correct combination is selected then click on ok, and close this distribution screen, else the officer can correct the

combination here also.

• The process to enter these details along with their meaning is explained in detail in the ‘Process for DDO Assistant’.


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Business Process

for Audit Assistant • Now after validation and checking the availability of funds

• If the audit and accounts assistant is satisfied with the bill, he can pass the bill to Audit and Accounts Officer

• If he is not satisfied, then he can request the DDO section to make corrections or can correct themselves

• Close the bill form


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Steps for Senior

Finance and Audit

Officer (S.F&AO)

or Finance and

Audit Officer

(F&AO)

• After the actions and approval of the assistant of the audit section it will come to Senior Finance and Audit Officer

(S.F&AO) or Finance and Audit Officer (F&AO)

• The Finance Officer will login through his user name and will select the responsibility of Audit & Account


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Steps for Senior

Finance and Audit

Officer (S.F&AO)

or Finance and

Audit Officer

(F&AO)

• Once the Audit Officer clicks on Bill processing, the following form will open.

o Click on the Torch Icon on the top

o The Find screen will open

o Enter the Bill Number and click on Find


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Steps for Senior

Finance and Audit

Officer (S.F&AO)

or Finance and

Audit Officer

(F&AO)

- Once the bill opens, the audit officer needs to check the bill.

- If everything is correct, then he needs to click on Action and then Validate and Ok

- Validation means that the bill can be paid now


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7 Business Process – Payment Process

Payment Process

Screenshots and

Steps for Cash

section officer

• Click on IARI Payment section then Click on Payments to open Payments form as shown in above fig:

2. Click on Payment.

1. Click on IARI Payment Section


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Navigation IARI Payment section → Payment

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 bills using the Bill file.

Click on payments


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Payment Process

Screenshots and

Steps for Cash

section officer

• Payment form opens up.


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Payment Process

Screenshots and

Steps for Cash

section officer

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


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Payment Process

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.

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.

o Enter the PFMS Number/Description if applicable in the next field

Select the Vendor/Employee

name


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Payment Process

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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Payment Process

Screenshots and

Steps for Cash

section officer

• 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 Cash

section officer

• 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 Cash

section officer

• 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 Cash

section officer

• 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 Cash

section officer

• 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 Cash

section officer

• 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 Cash

section officer

• 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 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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Payment Process

Screenshots and

Steps for Cash

section officer

• 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 Cash

section officer

• 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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7.1 Concurrent Programs

7.1.1 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 Request→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.


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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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7.1.2 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

7.1.3 ICAR Electronic Fund Transfer Report

Overview • ICAR Electronic Fund Transfer report will display all the Electronic payments made on a particular day.

Output

• Run the Concurrent program “ICAR Electronic Fund Transfer Report”

• Submit the request and monitor it as explained above.

ICAR_EFT.xlsx


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7.1.4 ICAR Main Cash Book Report

Overview • All the bank receipts or payments will be reflected in the ICAR Main Cash book report.

• It will show the details of the bills which are being paid through bank.

ICAR Main Cash

Book Report • Run the Concurrent program “ICAR Main Cash book Report” to see the impact of the payment made by cheque in the main

cash book.

• Following is the output attached.

ICAR_Main_Cash_Book_100713.txt


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7.1.5 ICAR Invoice Turnaround Report

Overview • ICAR Invoice Turnaround Report is the report that will tell the turnaround time (in days) from the file received date, till the

pay order date (Bill approval date)

ICAR Invoice

Turnaround Report • Run the Concurrent program “ICAR Invoice Turnaround Report” to see the impact of the payment made by cheque in the

main cash book.


ICAR_Invoice_Turna

round_Report_220313.pdf


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

8.1 Process for DDO assistant

Navigation

• IARI payables DDO Assistant→Bill 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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Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

• Select the relevant cautiously and click on Ok.

• Now, save the bill and close the distributions window.

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


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Bill Creation with

Tax Deduction at

Source (TDS) -

DDO Assistant

• Forward the bill file to the DDO for further actions.


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8.2 Process for DDO

Navigation



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

• Entire process for DDO shall remain the same as discussed in the Process for DDO earlier.

• DDO shall open the invoice using the torch icon


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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 validate the Invoice.


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

• The Process for validating shall be the same.

• Click on Actions…1 button and Check the Validate.

• Click on Ok to validate the bill.

NOTE: There are institutes where validation of TDS bill is done by Audit section only. In such cases DDO shall forward

the Bill without validation to the audit section. This is institutes internal decision as to who will validate the TDS bill


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

• 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 DDO

• 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 DDO

• 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 DDO

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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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

• Once the Bill is validated, forward the bill to the audit section

• DDO can attach the ICAR Bill Report

• The Bill Report contains the Bill Numbers of all the three bills


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Bill Creation with

Tax Deduction at

Source (TDS)

Screenshots and

Steps for DDO

• Process of running the reports and forwarding the bill file is same as explained before.

8.3 Process for Audit & Accounts section

Bill Creation with

Tax Deduction at

Source (TDS)

Audit and

Accounts section

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

NOTE: In case , the Bill is to be Validated by the Audit Section, then process of Validation of TDS Bill mentioned above

shall be performed by the Audit Section


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8.4 Payment Process – TDS Invoices

8.4.1 Payment to 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

• Cash 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 Cash 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.

➢ Enter the PFMS number if applicable


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Bill Creation with

Tax Deduction at

ource (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) -

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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8.4.2 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.

8.5 Concurrent Reports

8.5.1 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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8.5.2 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

8.5.3 ICAR Main Cash Book Report

Concurrent

programs — ICAR

Main Cash Book

Report

• Run the Concurrent program “ICAR Main Cash book Report” to see the impact of the payment made by cheque in the main

cash book.


Output

• 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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8.5.4 ICAR TDS Unchallaned Payments Report

Overview This report will show a list of payments made to Commissioner of income tax (CIT), for which no challan details are being

entered in the system by the Audit and Accounts section.

It will be run after making the payment of TDS to the CIT.

Output

ICAR TDS Unchallaned payments report.pdf

8.5.5 ICAR TDS Detailed Report

Overview This report will show a list all the bills on which TDS has been deducted and the other details like TDS bill, payments

Output


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8.6 Enter TDS Challan Details- DDO

Overview • To be able to generate TDS certificates and TDS returns from the system, it is important that challan details of all the

payment are entered in the system.

• ICAR TDS Unchallaned Payments Report will help in knowing the TDS payments for which no challan details are entered.

• DDO shall run the report to know such defaults and thereby enter the details as shown below.

Navigation IARI Payables Audit & Account → India TDS Challan

Enter TDS Challan

Details

Click on open


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Enter TDS Challan

Details - DDO • Find TDS Payment screen will open.

• This screen will be used to enter new challan details as well as foe finding the already entered challan details.

• Enter the name of the tax authority and its site.

• To enter the challan details of a TDS payment, click on New.

• Alternatively, to search for some challan details which were earlier entered click on find.

• To restrict the search, date can also be entered while finding a payment.

Click on New to

enter the details of

TDS payment

payment

Select the site

name

Select Commissioner of

Income Tax as Tax

Authority


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Enter TDS Challan

Details - DDO • Following screen shall open, which will show all the TDS payments made.

• Search from the list, the TDS payment for which challan details are to be entered.

• Enter the Cheque deposit date, Challan number, Bank name, BSR code

• All these details are available from the TDS challan.

• Enter the details and save it.

Bank to whom,

payment of TDS

is done

Challan

Number Enter

cheque

deposit date

Showing the TDS

payment details

BSR Code of

the branch


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8.7 Process to Generate Quarterly Returns

Process • Run the following reports.

• Following are the standard reports which are to be run for generating the Quarterly Returns & Form 16.

1. India - Process TDS Payments

2. India - Generate TDS Certificates

3. India - TDS Certificates

4. India - Program to Generate eTDS Quarterly Certificates 26Q


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8.7.1 India - Process TDS Payments

India - Process

TDS Payments • This will process the TDS Payments to be able to generate the required reports.

Screenshot • Enter the Parameters as explained and submit the report.

• It is a process report and no output will be generated.

Select the particular

section for which TDS

invoices are to be

processed

Select section type as TDS Section

Enter the TAN of the

Institute deducting the TDS

Select the dates of

the TDS invoices

to process them

Select

vendor,

vendor site


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8.7.2 India - Generate TDS Certificates

India - Generate

TDS Certificates • This report is in the standard process to generate TDS certificates.

Screenshot • Enter the Parameters as explained and submit the report.

• It is a process report and no output will be generated

Select the particular

section for which TDS

invoices are to be

processed

Select section type as TDS Section



Select the dates of

the TDS invoices

to process them

Select

vendor,

vendor site


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8.7.3 India - TDS Certificates

India - TDS

Certificates

• This report will generate the TDS certificates.

• Submit the report with the parameters as explained below

Screenshot and

Output

• Click on output to view TDS certificate of the vendor of a particular quarter.

Enter the details of the

Signee, designation,

place, Parent’s name

Enter the Vendor name



Enter the Financial Year

for which Certificates are

to be generated

Select Quarter


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8.7.4 India - Program to generate eTDS Quarterly Certificates 26Q

India - Program to

Generate eTDS

Quarterly

Certificates

• Data in the 'Form 27A ' would be generated.

• In parameters, enter the TAN, Financial year, quarter for which you want return to be generated.

• Enter all the deductor, details and submit.

Screenshot and

Output

Give a

name to

the file


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9 Business Process – Advances to Employees

9.1 Prepayment Bill of Advance amount

9.1.1 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 Employee 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 Employee site name could be either HOME or OFFICE. For some employees there could be multiple available site

names.

• 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.

Bill number


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Advance to

Employee Process

–DDO Assistant

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

• DDO Assistant needs to forward the bill with the output of Bill Report


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9.1.2 Process for DDO

Employee Advance

bill

DDO

Process for DDO is same as explained before.

9.1.3 Process for Audit & Accounts section

Employee Advance

bill

Audit and

Accounts section

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

9.1.4 Payment Process

Employee Advance

bill

Cash section

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


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9.1.5 ICAR Objection book report after the advance

Overview • ‘ICAR Objection Report’ 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’ at any point of time

after the payment.

ICAR Objection Book for Employee.xlsx

9.2 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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9.2.1 Process for DDO assistant

Navigation • IARI Employee Payables DDO Assistant → Bill Processing

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.

Click on

Actions…1


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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 Initiate the Approval of this bill.

• Click on Actions….1 button and the process shall be the same as discussed earlier.

Click on

Actions…1


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Adjustment Of

Advance to

Employee Process

- DDO

Process for DDO is same as explained before.

Note: As per the internal decision of institute, the application of prepayment bill can be done by the DDO as well.


Adjustment Of

Advance to

Employee Process

–Audit and

Accounts section


• Note: As per the internal decision of institute, the application of prepayment bill can be done by the Audit & Accounts as

well.


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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9.2.5 ICAR Objection book report after the advance and adjustment

Overview • ‘ICAR Objection report ‘ 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.



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

any point of time after the payment.

ICAR Objection book for employees.xlsx

9.3 Recovery of the Unspent amount

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.


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9.3.1 Process for DDO Assistant - Creation of Recovery Bill

Recovery of the

Unspent amount –

DDO Assistant

• Create a standard bill.

• In the lines, select the line type as ‘Miscellaneous’ and enter the amount in the lines.

Select type as

Miscellaneous

Click on

distributions


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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.

Enter the relevant

Bank account or

cash in hand


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Recovery of the

Unspent amount –

DDO Assistant

• Bill Number will be generated which will act as reference number.

Bill number will

be generated

upon saving


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Recovery of the

Unspent amount –

DDO Assistant

• Click on Actions…1 button to do adjustment of the bill..

Click on

Actions…1


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Recovery of the

Unspent amount –

DDO Assistant

• Do the application of the bill as explained above.

Check the box

‘Apply’

Prepayment

number

Amount

available for

application

Click on

‘Apply/Unapply’

button


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Recovery of the

Unspent amount –

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


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Recovery of the

Unspent amount –

DDO Assistant

• To view the prepayment applications, click on the tab.

• Click on Actions….1 button and the process shall be the same as discussed earlier.


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9.3.2 Process for DDO - Adjustment of Unspent amount Bill

Adjustment Of

Recovered Unspent

amount – DDO

• The DDO shall validate the bill, check the funds check and will Approve the bill.

• And then forward the bill file to the Audit and accounts section.


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Adjustment Of

Recovered Unspent

amount - Audit

and Accounts

section

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


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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9.3.5 ICAR Objection book report after the advance and adjustment

Overview • ‘ICAR Objection report ‘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.



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

any point of time after the payment.

ICAR Objection book for emoloyees..xlsx


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10 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.

10.1 Bill Creation for Petty cash Advance

10.1.1 Process for DDO Assistant

Navigation • IARI Employee Payable DDO Assistant→Bill Processing

• 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 the Employee name to whom the advance is to be given and Employee vendor number will come automatically.

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

• The DDO assistant has to select ‘OFFICE’ for making an advance to petty cashier.

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

Employee name Bill received date Type as

Prepayment

Select site as OFFICE


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Petty Cash Advance

to Employee –

Process for DDO

Assistant

• Enter the Invoice Number in the following format: PC-Date-Employee Vendor Number 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


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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.

Bill number


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Petty Cash

Advance to

Employee –

Process for DDO

Assistant



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Petty Cash

Advance bill

DDO

• Process for DDO is same as explained before.


Petty Cash

Advance bill

Audit and

Accounts section



Petty Cash

Advance bill

Cash section

• Process for Payment section for payment is same as explained before.


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10.2 Bill Creation for Petty cash Expenses


Navigation • IARI Employee Payable DDO Assistant→Bill Processing

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.

Employee name Bill received date Type as

Standard

Select site as OFFICE


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Bill Creation for

Petty cash

Expenses - Process

for DDO Assistant

• Enter the expenses in different lines as shown below and enter the distribution level details of all the lines


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Bill Creation for

Petty cash

Expenses - Process

for DDO Assistant



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Bill Creation for

Petty cash

Expenses - Process

for DDO


• Also The DDO needs to apply the standard bill on the prepayment created above

• At the time of validation, DDO will get the following message asking to ‘Recoup the amount of Expense submitted’.

• Click on ok and proceed with validation and other actions.


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10.2.3 ICAR Objection Book

Overview • ‘ICAR Objection Report can be run anytime to view all the objections on the amount of petty cash advance, as on date. It

will show the detailed information of the petty cash advance and the expenses incurred by the petty cashier.

• This report will also show the amount that has to be recouped for the amount of expenditure done, so that the petty cash

advance remains intact.

• Run this Concurrent program.


Output • It will show the amount of petty cash advance, the petty expenses, their recoupment details, etc.

ICAR_Objection_Book_Petty_Cash.xlsx


Employee Advance

bill

Audit and

Accounts section



Employee Advance

bill

Cash section

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


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11 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 • An LC Value PO shall be created by the Purchasing officer.

• A prepayment bill shall be created for the LC margin money and shall be paid. This bill shall be created for making

payment to the bank with whom the LC is opened.

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

• PO backed vendor bill shall be created.

• 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.


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11.1 Prepayment Bill for LC


Navigation IARI payables DDO Assistant→Bill 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.

• In Vendor invoice number, enter the respective LC number.

• Select the PO number for which the order is placed.

Select the

respective PO

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

• Scroll the screen to the right.

• Click on Distribution button. Remember not to click on All Distribution


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Prepayment Bill

for LC - Process

for DDO Assistant

• Then click on Distribution Tab.

• Enter amount and Select Letter of Credit account in account field.

Enter the LC

Account


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Prepayment Bill

for LC - Process

for DDO Assistant

• Click on Ok and forward the bill file to DDO.


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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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11.2 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 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 and check the amount

Click on Lines


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Adjustment of the

LC bill after

receiving the

Material Dispatch

Documents -

Process for DDO

Assistant

• Check the PO Details

• Click on Distributions and check the amount, date and account details


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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/Unappy 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 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 90% amount will move in the second half of the screen showing Prepayment applications done

• Forward the Bill to DDO


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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.


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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.


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11.2.5 ICAR Objection Book Report

Overview • Objection Book Report shows how many advance bills have been created.

• It also reflects how many standard bills have been created

• It also reflects how many standard bill have been applied on the prepayment

• It also shows the unspent balance

Output

ICAR Objection Book for Employee.xlsx


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11.3 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.


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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.


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

12.1 Prepayment bill of Advance amount


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

• Ex. CPWD is given 1/3rd of the amount as advance.

Navigation • IARI payables DDO Assistant→Bill Processing

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.


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

• Enter the details on the bill as shown

Vendor invoice

number


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Prepayment bill of

Advance amount -

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 1PO shall not be receipt but shall be

Purchase order.

• Click on Match.

Match Option as

Purchase Order

Enter the Amount of advance to be

given. Ex. for CPWD 1/3rd of the

total amount

Click here


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

• Find PO for matching screen shall open.

• Click on Find.

Click here


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

• Check the match box and change the match amount to 1/3rd of the total invoice amount for CPWD.

• Then click on Match.

Change the

amount to 1/3rd

for CPWD

Click here


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

• The PO details shall get copied on the bill.

• A bill number will get generated.

• Save the bill by clicking on the yellow floppy and forward the bill file to DDO


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Prepayment bill of

Advance amount -

Process for DDO

Assistant

• Once the bill is forwarded


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Prepayment bill of

Advance amount -

Process for DDO



Prepayment bill of

Advance amount -

Process for Audit

and Accounts

section



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Prepayment bill of

Advance amount -

Process for Cash

section

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

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


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12.1.5 ICAR Objection Book Report

Run the

Concurrent

Request program --

Screenshots and

Steps

• Run the following Concurrent program to view the result of the Advances given to supplier.

• Follow the same procedure to run the concurrent program.

• Run the Concurrent program “ICAR Objection Book Report ”

• With the help of “ICAR Objection Book Report’ you can know the advance given to supplier and adjustment

amount

ICAR objection book for contingencies.xlsx


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12.2 Process of Bill creation by DDO Assistant

Overview • As soon as CPWD will be completing their work, they will raise bills in accordance with the percentage of completed work.

Navigation • IARI Payables DDO Assistant → Bill Processing

Process of Bill

creation –DDO

Assistant

• Click on Bill processing to create an employee advance bill.

• Click on Open.

Click on Bill

Processing


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Process of 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 Bill

creation –DDO

Assistant

• Enter the vendor invoice number from the bill file

Vendor invoice num


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Process of Bill

creation –DDO

Assistant

• Enter the details as follows.

Invoice received date Bill amount


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Process of Bill

creation –DDO

Assistant

• Change the Match option to Purchase Order.

• Click on Match button, to match with PO.

Match Option as

Purchase Order

Click here


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Process of Bill

creation –DDO

Assistant

• Find purchase order screen shall open.

• Click on Find button,

Click here


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Process of Bill

creation –DDO

Assistant

• Check the Match check box to do the matching. With PO.

• If the amount to be matched is less than the amount of PO, then change the matching amount to that invoice amount.

• Here, since the PO was of Rs.90000 but the amount of bill was of Rs. 30000, change the matching amount to invoice

amount.

• Click on Match button.

Click here


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Process of Bill

creation –DDO

Assistant

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


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12.3 Bill amount falls within 2/3rd (67%) of the Contractual amount

Overview

• CPWD will be raising the invoices in proportion to the work completed. Invoices raised till 2/3rd (67%) of the contractual

amount, shall be paid by the cash section officer.


Bill amount falls

within 2/3rd (67%)

of the Contractual

amount - Process

for DDO

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

12.3.2 Process for Audit and Accounts section

Bill amount falls

within 2/3rd (67%)

of the Contractual

amount - Process

for Audit and

Accounts section

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

12.3.3 Process for Payment

Bill amount falls

within 2/3rd (67%)

of the Contractual

amount - Process

for Cash section

• Process of payment is same as discussed before


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12.4 Bill amount exceeds 2/3rd (67%) of the Contractual amount

Overview

• As soon as the CPWD will start raising bills for amount exceeding the 2/3rd of the contractual amount, the officer shall start

adjusting the raised bills with the amount of advance already given. No payment will be done again.


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Navigation • IARI Payables DDO Assistant→ Bill Processing

Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount – Process

for DDO Assistant

Click on Bill

Processing


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Bill amount

exceeds 2/3rd

(67%) of the

Contractual

amount – Process

for DDO Assistant

• Search for the bill with F11 and CTRL+F11, using the bill file.

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

• To do the application of the 1/3rd amount of advance on the bills of CPWD, click on Actions….1 button.

Click on

Actions…1


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Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount – Process

for DDO Assistant

• Select the check box for application of the prepayment bill.

• Click OK.

Check the box


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Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount – Process

for 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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Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount – Process

for 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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Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount – Process

for DDO Assistant

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

• He shall now do funds check, validate the bill and initiate the approval, in the regular manner.


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Bill amount falls

exceeds 2/3rd (67%)

of the Contractual

amount - Process

for DDO

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

12.4.3 Process for Audit and Accounts section

Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount - Process

for Audit and

Accounts section

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

12.4.4 Process for Payment

Bill amount

exceeds 2/3rd (67%)

of the Contractual

amount - Process

for Cash section

• Since adjustment will be done, the payment will not be done again.


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12.4.5 ICAR Objection Book Report after the advance and adjustment

Overview • ‘ICAR Objection Book Report ‘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.

• Run this Concurrent program to view the result of the Advances given to Vendors like CPWD.


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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13 Buy Back Process

13.1 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

• Forward the bill file


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13.2 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 bill and check the same for mistakes


• Then he shall check the bill and forward the same to Audit section.



Business Process

for DDO


first time login.



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Business Process

for DDO • This page is known as Oracle Home Page.

• Click on IARI Payable DDO-Bill Processing


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Business Process

for DDO • Once DDO clicks on Bill Processing, the bill form opens up


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Business Process

for DDO

• By clicking on Payables DDO responsibility, Bill Processing form will open up


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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 forward the invoice for validation to Audit section.

• Click on Actions…1.


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Bill creation for

Buy Back – DDO • Audit Section will refer the Bill report shared by DDO and will open the bill in system.

• If they find the bill to be correct, they can validate the same (as per the procedures mentioned above)

• Click on OK to validate the invoice.


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14.1Business Process – Bill Creation Process for Projects

Navigation

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

• IARI Payable DDO Assistant-Bill Processing

Bill Creation Process for Projects

• 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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Bill Creation Process for Projects

Note: It is mandatory to have budget for the project in which bill is to be created. In the absence of budget, bill will not validate and cannot be paid.

• For creation of Project related invoice, fill the General Tab as mentioned in previous procedures for Bill Creation. Yellow fields are mandatory.

• At lines level, enter the amount and enter the project number for which bill is being created. On selection of Project number, details of project and other expenditure details will default.


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

• 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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• Expenditure Item date will default from the bill date. • 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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• 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

• Click on Distribution.


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• The account shall automatically default from the minor category you select. You can change the account in case you want

• User will not be able to change the Fund Type and scheme code as it defaults directly from the project

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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14.2 Business Process for DDO

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

• He should verify that all the details entered by the assistant are correct.

• 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 bill creation processes as discussed in this document above

14.3 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.

• Audit Officer will validate the Bill


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15 How to Run any Concurrent Report?

Navigation

• View →Request

Run the Concurrent

program • Process for running any concurrent report is same.

Click here


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Run the Concurrent

program • Click on Submit a New Request

Click here


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Run the Concurrent

program • Click Ok for submitting Single Request

Click Ok


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Run the

Concurrent

program

•

• 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

• 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


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Key Reports with

their Usage

• ICAR Bill Report : This report shows the details of the bills created like vendor details, amount, budgeting information.

Account head and fund types taken.

• ICAR Account Analysis Report: This report shows the details of all the bills created in the system and is the basis for

doing reconciliation with ICAR Fund Inquiry Report

• ICAR Fund Inquiry Report: This report shows the budget amount in each head with the total expenditure as on date.

• ICAR invoice Register: This report details the list of all bills created during a specified period and their payment details

• ICAR Invoice Register- Budget Head Wise: This report details the list of all bills created during a specified period and

their payment details with their respective budget heads

• ICAR Objection Book Report: This Report shows the prepayment bills created and adjustment carried out against them.

This is a useful report to find out how many bills are pending for adjustment

• ICAR Payment Advice: This report details out the details of payments done. It can be useful for issuing it to the vendors

• ICAR Prepayment Annexure Bill Report: This report is useful for finding how many bills are adjusted against a particular

prepayment bill

• ICAR TDS detailed Report: This report shows the details of all TDS invoices with the relevant TDS invoice

• ICAR Treasury Receipt report: This report is used to employees/vendor who refund unutilized amount of an advance

• ICAR Vendor Program: This report shows how many vendors are existing in the system against a particular bank account

number

• ICAR Bill Tracking Report: This report helps to track the status of bills as to on which section they are pending