User Manual - ESIC

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TP_USRMAN – Version 2.00 Select the document classification as per the defined classification in the master list of documents‘ for your project <VERY CONFIDENTIAL/CONFIDENTIAL/INTERNALLY RESTRICTED/PUBLIC> Page 1 of 422

PRAGATI – ESIC Finance & Accounts -1.0

Wipro

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Revision History Version (xx.yy)

Date of Revision

Description of Change Reason for Change Affected Sections

Approved By

Affected Groups

List of Reference Documents 1.

2.

3.

4.

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Contents 1 INTRODUCTION ............................................................................................................................... 5

1.1. OBJECTIVE ................................................................................................................................... 5 1.2. PURPOSE ..................................................................................................................................... 5

2 FINANCE & ACCOUNTS PROCESS............................................................................................... 6 2.1. CHALLAN PROCESS ...................................................................................................................... 6 2.2. BANK RECONCILIATION PROCESS ...............................................................................................12 2.3. JOURNAL VOUCHER PROCESS ....................................................................................................14 2.4. CASH VOUCHER PROCESS .........................................................................................................26 2.5. CASH WITHDRAWAL ISSUE & RECEIPT PROCESS .........................................................................35

2.5.1. Creating Cash Withdrawal Issue ..........................................................................................35 2.5.2. Creating Cash Withdrawal Receipt ......................................................................................42

2.6. PAYMENTS .................................................................................................................................50 2.6.1. Creating Contingent Bill .......................................................................................................50 2.6.2. Creating Abstract Contingent Bill .........................................................................................58 2.6.3. Create Detailed Contingent Supplier Bill in Purchase Group ..............................................67 2.6.4. Create Supplier Debit Note for Adjustments ........................................................................70 2.6.5. Create Supplier Credit Note for Adjustments .......................................................................72 2.6.6. Payment Voucher Process in General .................................................................................74 2.6.7. Benefit Payment Process .....................................................................................................83 2.6.8. Step to update bank Balance in ERP ..................................................................................87

2.7. SMC/MS PROCESS ...................................................................................................................96 2.7.1. Super Specialty Bill Create ..................................................................................................96 2.7.2. Revolving Fund Create ......................................................................................................106 2.7.3. Creating On-Account Payment ..........................................................................................113 2.7.4. On Account Final Payment ................................................................................................147

2.8. AUDIT ......................................................................................................................................150 2.8.1. Audit Group Mapping .........................................................................................................150 2.8.2. Audit Tour Plan ..................................................................................................................152 2.8.3. Audit Observation...............................................................................................................160

2.9. FUND REQUEST .......................................................................................................................166 2.9.1. Branch Office Fund Request ..............................................................................................166 2.9.2. Accounting Unit Fund Request ..........................................................................................187 2.9.3. Corporate Office Fund Transfer .........................................................................................208

2.10. BUDGET PROCESS ...............................................................................................................218 2.11. INVESTMENT PROCESS .........................................................................................................229

2.11.1. Invite Banks ........................................................................................................................229 2.11.2. Investment Quotation .........................................................................................................250 2.11.3. Investment ..........................................................................................................................270

2.12. PENSION PROCESS ..............................................................................................................289 2.12.1. Pension Process HQ (A&B) ...............................................................................................289 2.12.2. Pension Process HQ (C&D) ...............................................................................................320 2.12.3. Pension Process RO/SRO/Hospital (A&B) ........................................................................349 2.12.4. Pension Process RO/SRO (C&D) ......................................................................................382

3 TROUBLESHOOTING ..................................................................................................................419 3.1. FAQS ......................................................................................................................................419

4 CONTACT INFORMATION ..........................................................................................................419 5 APPENDIX A ................................................................................................................................420

5.1. TERMS AND ABBREVIATIONS .....................................................................................................420 6 APPENDIX B ................................................................................................................................421

6.1. ADVANCED INFORMATION .........................................................................................................421 7 APPENDIX C ................................................................................................................................422

7.1. RESOURCES ............................................................................................................................422

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1 Introduction

1.1. Objective

Employee‘s State Insurance Corporation (ESIC) has envisaged on ―Project PANCHDEEP‖ with the purpose of IT Enablement covering all ESIC offices, Hospitals and Dispensaries across India. The objective of IT Enablement is to enhance the quality and delivery of services to all the stakeholders covered under ESI Ac, 1948 through effective utilization of IT networking, practices and management techniques. ―Project PANCHDEEP‖ has been divided into 5 divisions, namely Pehchan, Milap, Pashan Dhanwantri and Pragati. The main objective of this document is linked to ―Pragati‖, which encompasses all services related to ERP package.

1.2. Purpose

This document will help the users in understanding the application with regard to their day today activities of F&A module. User can know the step by step process in the application for completing the required transaction. Broadly it covers the below subject areas:

Receipts

Payments

Auditing

Budgeting

Investment

Fund Transfer

SMC Activities

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2 Finance & Accounts Process

2.1. Challan Process

Challan Creation

1. Login into the application with the login credentials

2. Navigate to ApplicationFinance and Accounts

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3. Navigate to ReceiptsChallanCreate New

4. The Challan Page is displayed. Select the Party Type, Enter the Party code, Party

Name, and Select the Payment Mode. Click on add button, Select the account head

against which money need to be deposited.

Note: In single challan multiple account heads can be added using the add button

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5. Click on Submit Button. On click the challan No is generated.

Challan Print

6. Navigate to ERP WorklistFinance and Accounts

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7. The worklist is displayed as below

8. Click on Challan Active from the worklist

9. All the challans created are displayed in the queue

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10. Click on open link to see challan details for printing

11. Click on print button to view the challan

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2.2. Bank Reconciliation Process

Manual Bank Statement Precondition: Bank Master and Receipt and Payment Transaction should be available in the system.

Steps for Creation of Manual Bank Statement for Payments

1. Login as DA of finance branch, Open Bank Reconciliation from. 2. Select Account Type from the drop down and Bank Account no. will be self populated. Enter

Bank closing Balance as per the statement.

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3. Select Statement From and To Date. 4. For Payments, select the payments drop down under Reconciliation Bank Debit; it will display

all the Transaction/Cheque no. issued, select one by one and click on Paid button. On Clicking Paid button the Transaction/Cheque status will be updated as Reconciled.

5. For Miss-match Debits/Payments User has to create Miss-match debits by adding rows on clicking add button.

6. Once User checks Generate Voucher the payment Voucher will be generate for the same which will go through approval process. If Generate Voucher is un-checked the payment won‘t go for voucher generation, it will only appear as reconciliation item.

7. For miss-match Debit Ad-hoc Receipt Extract will appear on dashboard on submit of BRS. DA in Finance has to open the same and select the account head for the same and submit.

Bank Reconciliation for Payments or Bank Debits. Steps for Creation of Manual Bank Statement for Receipts

1. Login as DA of finance branch, Open Bank Reconciliation from. 2. Select Account Type from the drop down and Bank Account no. will be self populated. Enter

Bank closing Balance as per the statement. 3. Select Statement From and To Date. 4. For Receipts, select the Receipts drop down under Reconciliation Bank Credit, it will display all

the Transaction/Challan no. generated, select one by one and click on Received button. On Clicking Received button the Transaction/Challan will be updated by Deposit date and Realized date by entering the same.

5. For Miss-match Credits/Payments User has to create Miss-match Credits by adding rows on clicking add button.

6. Once User checks Generate Voucher the payment Voucher will be generate for the same which will go through approval process. If Generate Voucher is un-checked the payment won‘t go for voucher generation, it will only appear as reconciliation item.

7. For miss-match credit Ad-hoc Receipt Extract will appear on dashboard on submit of BRS. DA in Finance has to open the same and select the account head for the same and submit.

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Reconciliation for Bank Credit/Receipts.

2.3. Journal Voucher Process

Introduction The purpose of Journal voucher is to post the transaction to monthly account if the wrong account head were selected in the transaction.

Pre-Requisite 1. User should be mapped to Accounts Dealing Assistant/Cashier/UDC ([email protected])

,Account Section Officer ([email protected]) & Accounts Branch Officer ([email protected] ) roles

2. Users should be mapped to the same branch Steps

mailto:[email protected]



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1. Open Mozilla firefox browser 2. Type http://myesic.esic.in in the browser. The Login page is displayed as below 3. Login to the application

http://myesic.esic.in/

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4. Navigate to ApplicationsClick on Finance & Accounts

5. Finance & Accounts applications is displayed with the menu

Adjustments Journal Voucher Create New

Displays Journal Voucher Request Screen

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Select the Journal Voucher Type (Adjustment, Rectification). Select the JV date in which month the data has to be posted. Select the receipt,payment account head and enter the amount.

On submit ―Submitted Successfully‖ is displayed

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Login with FA-SO for JV Verification Go to ERP worklist finance and accountsJournal voucher verify

Click on Open Hyperlink against the Record which need to verified

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Verify the details

Enter Notings and click on verify or send back buttons as decided

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Click on Verify Button, a pop saying ―Verified Successfully‖ will be displayed

Login : FA-HOB for JV approval

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Go to ERP worklist finance and accounts

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Journal voucher Approve

Click on Open Hyperlink against the Record which need to be approved

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Approve the details

Click on Approve Button, a pop saying ―Journal Voucher NO JVxxxxxxxxxxx generated & posted‖ will be displayed

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Journal Voucher Cancellation

1. Login with Accounts Dealing Assistant user credentials

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2. Navigate to ERP Worklist and click on Finance & Accounts

3. In the task Journal Voucher will be displayed, Click on Post

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From the list select the Journal Voucher which has to be cancelled clicking the link.

Enter the notings and Click on delete.On delete the selected JV is cancelled.

2.4. Cash Voucher Process

Introduction

The purpose of cash voucher is to post the daily transactions to Monthly Accounts though the bills are passed manually.

Pre-Requisite

1. User should be mapped to Accounts Dealing Assistant/Cashier/UDC ([email protected]) & Accounts Branch Officer ([email protected] ) roles

2. Users should be mapped to the same branch



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Steps

6. Open Mozilla firefox browser 7. Type http://myesic.esic.in in the browser. The Login page is displayed as below 8. Login to the application


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9. Navigate to ApplicationsClick on Finance & Accounts

10. Finance & Accounts applications is displayed with the menu 11. Navigate to AdjustmentsCash VoucherCreate New

12. Select the cash voucher date to which month to be posted. Enter the bill details,select the

Account head ,payment account head and enter the amount.

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13. Enter notings and click on submit.On Submit the Cash Voucher number is generated and is

send for approval to the Accounts Head of Branch 14. Login with Account Head of Branch user

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16. In the task Cash Voucher will be displayed, Click on Cash Voucher Approve

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17. The transactions pending for approval is displayed in the queue

18. Click on Open Cash Voucher Form for the record need to be approved

19. Enter the Notings and click on Approve. On Approve the amount is posted in Monthly Accounts

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Cash Voucher Cancellation

4. Login with Accounts Dealing Assistant user credentials


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6. In the task Cash Voucher will be displayed, Click on CV Post

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2.5. Cash Withdrawal Issue & Receipt Process

2.5.1. Creating Cash Withdrawal Issue

Login : Fa-da

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Click on Finance and Accounts tab under Application menu

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Click on Create New tab of Cash Withdrawal Issue under Adjustments menu

Displays Cash Withdrawal Request Screen

Enter the required details

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Click on Submit Button, a pop saying “Cash Withdrawal No CWxxxxxxxxxxx Successfully

Generated” will be displayed

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Login: Fa-hob

Click on Finance and Accounts tab under ERP Worklist menu

Click on CashWithDrawalApprove hyperlink against Cash Withdrawal Issue

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Click on Open CashWithDrawal Form Hyperlink against the Bill No:

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Verify the details

Click on Approve Button, a pop saying “Approved Successfully & Posted” will be displayed

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2.5.2. Creating Cash Withdrawal Receipt

Login: Fa-da

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Click on Finance and Accounts tab under Application menu

Click on Create New tab of Cash Withdrawal Receipt under Adjustments menu

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Displays Cash Withdrawal Request Screen


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Click on Submit Button, a pop saying “Cash Withdrawal No CWxxxxxxxxxx successfully

generated” will be displayed

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Login : Fa-hob

Click on Finance and Accounts tab under ERP Worklist menu

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Click on CashWithDrawalApprove hyperlink against Cash Withdrawal Issue

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Click on Open CashWithDrawal Form Hyperlink against the Record


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Click on Approve Button, a pop saying “Approved Successfully & Posted” will be displayed

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2.6. Payments

2.6.1. Creating Contingent Bill

Precondition: Account Head should exist for the concerned heads in Account Head Master.

Steps for Creation of Contingent Bill

1. Login to the 2. Bill No and Bill Date will be added to the Contingent bill automatically, on creation of the bill. 3. Select the Bill Type as Contingent from the drop down list. The available options are

Contingent/Abstract Contingent and Detailed Contingent. This is a mandatory field. 4. Select the Party from the drop down list. This is a mandatory field. Once the Party is selected,

the related fields under the Party Details will appear. Payable To is also a mandatory field. 5. Select the Purchase Order (PO) No from the drop down list. This is a mandatory field. Once the

PO No is selected, the related field under the Budget Details will appear. Account Head is also a mandatory field.

6. Sanction Details will be displayed as Concurred (Yes/No). 7. Select the Payment Mode from the drop down list. This is a mandatory field.

a. If the Payment Mode is Manual Cheque, Cheque No should be included. This is a mandatory field which accepts only numbers.

b. If the Payment Mode is Demand Draft, the respective Demand Draft Account Head

should be selected from the drop down list. Enter the Bank Charges, in number. Demand Draft Account Head and Bank Charges are mandatory fields.

8. Choose the Invoice No - Amount from the drop down list and click on the Add button, to include the required invoice. Repeat the same for adding more invoices. Delete button deletes the individual invoices. The Total field sums up the Invoice amounts automatically.

9. Choose the Debit Note No – Amount from the drop down list and click on the Add button, to include the required debit note. Repeat the same for adding more debit notes. Delete button deletes the individual debit notes. The Total (D) field sums up the Debit Note amounts automatically.

10. Choose the Credit Note No – Amount from the drop down list and click on the Add button, to include the required credit note. Repeat the same for adding more credit notes. Delete button deletes the individual credit notes. The Total (E) field sums up the Credit Note amounts automatically.

11. Type the Notings in the text box given. This is mandatory field. 12. Click on Attach link for attaching individual files. Click on the Browse button and locate the file

to upload. Use the Bulk Attach link for attaching many files at a time. Bulk Attach requires the Google Gears application installed and enabled.

13. Click on Submit to create the Contingent Bill.

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Supplier Contingent Bill Create screen. Verify/Send Back of Contingent Bill Precondition: Contingent Bill creation should happen prior to verify process.

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Steps for Verifying Contingent Bill

1. Select the Contingent Bill from the List view by clicking Open. 2. Verify the Contingent Bill created by Dealing Assistant (DA) and if required can edit the fields. 3. Once verified observations should be entered in Notings area and click on Verify or Send Back.

Notings is a mandatory field. 4. On Verify, the Contingent Bill should be available for Approval. 5. On Send Back the Contingent Bill should go back to DA as Rework

Dash board for SO of Purchase Group for viewing Supplier Bill.

List view for contingent bill. Click on ―Open‖ link for viewing the form.

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Verify window for Section Office for Purchase group.

Approve/Cancel/Send Back of Contingent Bill Precondition: Contingent Bill should be verified by Section Officer (SO).

Steps for Approving Contingent Bill

1. Select the Contingent Bill from the List view by clicking Open. 2. Verify the Contingent Bill and if required can edit the fields. 3. Once verified should put observations in noting area and click on Approve/Send Back or

Cancel. Notings is a mandatory field. 4. On Approve, the bill will move to the DA of Finance. 5. On Send Back the Contingent Bill will be available to SO for Rework. 6. On Cancel, the Bill will be rejected.

List View for Head of the Branch of Purchase group for approving the bill.

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Approve Window for Head of the branch of Purchase group. On Approve it will show Success message. Finance Check of Contingent Bill Precondition: Contingent Bill should be approved by Head of the Branch (HOB). Steps for Checking Contingent Bill

1. Select the Contingent Bill from the List view by clicking Open. 2. Check the Contingent Bill and if required can edit the fields. 3. Once verified should put observations in noting area and click on Check. Notings is a

mandatory field.

Finance DA dashboard for supplier bill check.

List view for DA of Finance. ―Open‖ link will open the bill verify form.

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Finance DA verification window for supplier bill. Finance Verify/Send back of Contingent Bill Precondition: Contingent Bill should be checked by Finance DA.

1. Select the Contingent Bill from the List view by clicking Open. 2. Verify the Contingent Bill and if required can edit the fields. 3. Once verified, give the observations in the noting area and click on Verify. Notings is a

mandatory field. 4. On click of Send back, the Bill can be moved to the previous level. 5. On click of Verify, the Bill will be moved to the Finance HOB.

Dash board for Supplier bill verify by Finance SO

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List view for SO of Finance. ―Open‖ link will open the bill verify form.

Finance Approve/Forward/Send back/Return of Contingent Bill Precondition: Contingent Bill should be verified by Finance SO Steps for Approving Supplier Contingent Bill in Finance

1 Select the Contingent Bill from the List view by clicking Open. 2 Contingent Bill is ready for final check and if required can edit the fields. 3 Enter the Notings in the text area provided. This is a mandatory field. 4 On click of Approve, the Contingent Bill is approved, and moved to the Finance Hold/Return

queue until the final payment. 5 On click of Send back, the Contingent Bill can be returned back for Rework. 6 On click of Return, the Contingent Bill can be returned back to the MM Department. 7 On click of Forward, the Contingent Bill can be moved to another level in the hierarchy for

processing.

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Dash board of finance ―HOB‖ for approving supplier bills.

Approve window for finance head of the branch. On Approve Success message will appear.

Finance Hold/Return of Contingent Bill Precondition: Contingent Bill should be approved by Finance HOB. Steps for Hold/Return of Contingent Bill in Finance

1 Select the Contingent Bill from the List view by clicking Open. 2 Contingent Bill is ready for final check and if required can edit the fields. 3 Enter the Noting in the text area provided. This is a mandatory field. 4 On Hold, the Abstract Contingent Bill is held On-Hold for the final payment. 5 On Return, the Contingent Bill can be returned back to the MM Department for Approval and

will follow the same cycle in Finance.

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Finance PV for Contingent Bill Precondition: Contingent Bill should be approved by Finance HOB. Steps for generating PV for supplier Bill in Finance

1. Login as DA finance branch, Select ―PV for Supplier Bill‖ from Payments in the menu. 2. Select Payment mode from the drop down as selected in bill 3. Select Party from the drop down as selected in bill 4. Select Account type from the drop down and the bank account no. will be populated. 5. On submit the PV will be generated with success message.

Payment voucher generation window for finance DA. On Submit success message will appear.

2.6.2. Creating Abstract Contingent Bill

Precondition: Account Head should exist for the concerned heads in Account Head Master.

Steps for Creating Abstract Contingent Bill

1. Bill No and Bill Date will be added to the Abstract Contingent bill automatically, on creation of

the bill. 2. Select the Bill Type as Abstract Contingent from the drop down list. The available options are

Contingent/Abstract Contingent and Detailed Contingent. This is a mandatory field. 3. Select the Party from the drop down list. This is a mandatory field. Once the Party is

selected, the related fields under the Party Details will appear. Payable To is also a mandatory field.

4. Select the Purchase Order (PO) No from the drop down list. This is a mandatory field. Once the PO No is selected, the related field under the Budget Details will appear. Account Head is also a mandatory field.

5. Sanction Details will be displayed as Concurred (Yes/No).

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6. Select the Payment Mode from the drop down list. This is a mandatory field. o If the Payment Mode is Manual Cheque, Cheque No should be included. This is a

mandatory field which accepts only numbers.

o If the Payment Mode is Demand Draft, the respective Demand Draft Account Head should be selected from the drop down list. Enter the Bank Charges, in number. Demand Draft Account Head and Bank Charges are mandatory fields.

7. Choose the Credit Note No – Amount from the drop down list and click on the Add button, to

include the required credit note. Repeat the same for adding more credit notes. Delete button deletes the individual credit notes. The Total (E) field sums up the Credit Note amounts automatically.

8. Type the Notings in the text box given. This is mandatory field. 9. Click on Attach link for attaching individual files. Click on the Browse button and locate the

file to upload. Use the Bulk Attach link for attaching many files at a time. Bulk Attach requires the Google Gears application installed and enabled.

10. Click on Submit to create the Abstract Contingent Bill.

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Advance Bill Create Window for Supplier by DA in Purchase group. Verify/Send Back of Abstract Contingent Bill Precondition: Abstract Contingent Bill creation should happen prior to verify process.

Steps for Verifying Abstract Contingent Bill

1. Select the Abstract Contingent Bill from the List view by clicking Open. 2. Verify the Abstract Contingent Bill created by Dealing Assistant (DA) and if required can edit

the fields. 3. Once verified observations should be entered in noting area and click on Verify or Send

Back. Notings is a mandatory field.

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4. On Verify, the Abstract Contingent Bill should be available for Approval by Head of the Branch (HOB). On Send Back the Abstract Contingent Bill should go back to DA as Rework

Dashboard for SO of purchase group for verifying the advance bills.

List view for Section Officer for Advance bills created by DA in Purchase group.

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Verify window for SO of Purchase group. On Verify it will give a success message and on send back it will go back to DA. Approve/Cancel/Send Back of Abstract Contingent Bill Precondition: Abstract Contingent Bill should be verified.

Steps for Approving Abstract Contingent Bill

1. Select the Abstract Contingent Bill from the List view by clicking Open. 2. Verify the Abstract Contingent Bill and if required can edit the fields. 3. Once verified observations should be entered in noting area and click on Approve/Send Back

or Cancel. Notings is a mandatory field. 4. On Send Back the Abstract Contingent Bill should be available to Section Officer (SO) for

Rework. 5. On Approve, the bill will move to the DA of Finance. 6. On Cancel, the Bill will be rejected.

Dashboard for Head of Branch of Purchase group for advance bills

List view for Advance bill to HOB of purchase group.

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Advance Bill Approve window for HOB of Purchase group. Finance Check of Abstract Contingent Bill Precondition: Abstract Contingent Bill should be approved by Head of the Branch (HOB). Steps for Checking Abstract Contingent Bill

1. Select the Abstract Contingent Bill from the List view by clicking Open. 2. Check the Abstract Contingent Bill and if required can edit the fields. Notings is a mandatory

field. 3. Once verified should put observations in noting area and click on Check.

Dashboard for Head of Branch of Purchase group for advance bills

List view for Advance bill to HOB of purchase group.

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Finance DA check and verify window for advance bill. Finance Verify/Send back of Abstract Contingent Bill Precondition: Abstract Contingent Bill should be checked by Finance DA.

1. Select the Abstract Contingent Bill from the List view by clicking Open. 2. Verify the Abstract Contingent Bill and if required can edit the fields. 3. Once verified, give the observations in the noting area and click on Verify. Notings is a

mandatory field. 4. On click of Send back, the Bill can be moved to the previous level.

Dashboard for Finance SO for verifying the advance bills.

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List view for Advance bills for SO

Verify window for Finance SO. On Send back the bill will go back to DA in Finance. Finance Approve/Forward/Send back/Return of Abstract Contingent Bill Precondition: Abstract Contingent Bill should be verified by Finance SO.

1. Select the Abstract Contingent Bill from the List view by clicking Open. 2. Abstract Contingent Bill is ready for final check and if required can edit the fields. 3. Enter the Notings in the text area provided. This is a mandatory field. 4. On click of Approve, the Abstract Contingent Bill is approved, and moved to the Finance

Hold/Return queue until the final payment. 5. On click of Send back, the Abstract Contingent Bill can be returned back for Rework. 6. On click of Return, the Abstract Contingent Bill can be returned back to the Materials

Management (MM) Department. 7. On click of Forward, the Abstract Contingent Bill can be moved to another level in the

hierarchy for processing.

Dashboard for Finance HOB for approving advance bills

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List view for Finance HOB for approving the bills. On selecting ―open‖ link Bill Approve window will open and on Approve Success message will come. Send back and Return can also be done.

Finance Hold/Return of Abstract Contingent Bill Precondition: Abstract Contingent Bill should be approved by Finance HOB.

1 Select the Abstract Contingent Bill from the List view by clicking Open. 2 Abstract Contingent Bill is ready for final check and if required can edit the fields. 3 Enter the Notings in the text area provided. This is a mandatory field. 4 On Hold, the Abstract Contingent Bill is held On-Hold for the final payment. 5 On Return, the Abstract Contingent Bill can be returned back to the MM Department for

Approval.

Finance HOB Dashboard for hold or return after Approval.

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Finance HOB hold/return window after approval and before payment voucher. Once Hold is done It has to be released by HOB and on Return it will go back to HOB for purchase group. Payment Voucher is same for supplier bills.

2.6.3. Create Detailed Contingent Supplier Bill in Purchase Group

Precondition: Budget Details and Invoice Details should be created under Purchase Group. Debit Note and Credit Note should be created under Adjustments. Advance Contingent Bill should be paid. DOP (Delegate OF Power) should be defined in the Purchase Group.

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Steps for Creation of Detailed Contingent Supplier Bill

1. Select the Bill Type from the drop down list as Detailed Contingent. 2. In the Party Details select the Party from the drop down list.

3. Once the party has been selected, a detail of that party automatically appears on the screen.

4. Enter the Gross Amount and Tax Amount.

5. Select the desired mode of payment.

6. Select the Budget Details, Invoice Details, Debit Note details, Credit Note Details and

Advanced Adjustment Details.

7. Net Amount = (Gross Amount-Tax Amount).

8. Net Payable Amount = (Net Amount - Debit Amount + Credit Amount – Advance).

9. Noting should be entered in the Noting area, is mandatory

10. Files can be attached under Attachment option.

Verify/Send Back Detailed Contingent Supplier Bill Precondition: Detailed Contingent Bill should have been created prior to verify process.

Steps for Verifying Detailed Contingent Supplier Bill

1. Select the Bill from the Supplier Bill List view by clicking Open. 2. Verify the Bill created by Dealing Assistant and if required can edit the fields.

3. Once verified should put observations in noting area and click on Verify or Send Back.

4. On Verify, the Bill goes for approval to various levels of DOPs as mentioned in the purchase

group. On Send Back the Bill should go back to DA as Rework.

5. After Rework it again goes to SO for verification.

Approve/Send Back Detailed Contingent Supplier Bill Precondition:

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Detailed Contingent Supplier Bill should be verified. Steps for Approve Detailed Contingent Supplier Bill

1. Select the Bill from Supplier Bill List view by clicking Open. 2. Approve the Bill Verified and if required can edit the fields.

3. Once verified should put observations in noting area and click on Approve or Send Back.

4. On Approve the Bill moved to the finance level for checking.

5. On Send Back the Bill should be available to SO for Rework.

Checking Detailed Contingent Supplier Bill in F&A Precondition: Detailed Contingent Supplier Bill should be approved before coming to the Finance department. Steps for Checking Detailed Contingent Supplier Bill

1. Select the Bill from Supplier Bill List view by clicking Open. 2. Check the Bill Verified.

3. Once checked should put observations in noting area and click on Check.

Verify/Send Back Detailed Contingent Supplier Bill at Finance Level Precondition: Detailed Contingent Bill should have been checked prior to verify process.

Steps for Verifying Detailed Contingent Supplier Bill

1. Select the Bill from the Supplier Bill List view by clicking Open. 2. Verify the Bill checked by Dealing Assistant of Finance Department and if required can edit the

fields.

3. Once verified should put observations in noting area and click on Verify or Send Back.

4. On Verify, the Bill should be available for Approval. On Send Back the Bill should go back to DA of Finance.

Approve/Send Back/Return Detailed Contingent Supplier Bill in F&A

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Precondition: Bill should be verified. Steps for Approve Detailed Contingent Supplier Bill

1. Select the Bill from the Supplier Bill List view by clicking Open. 2. Verify the Bill checked by Section Officer of Finance Department and if required can edit the

fields.

3. Once verified should put observations in noting area and click on Approve or Send Back or Return.

4. On Approval, the Bill is ready for payment.

5. On Send Back, the Bill should go back to SO of Finance.

6. On Return, the bill goes to the defined level of HOBs. Again the flow starts from there.

Finance Hold/Return of Detailed Contingent Bill Precondition: Detailed Contingent Bill should be approved by Finance HOB. Steps for Hold/Return Detailed Contingent Supplier Bill

1 Select the Detailed Contingent Bill from the List view by clicking Open. 2 Abstract Contingent Bill is ready for final check and if required can edit the fields. 3 Enter the Notings in the text area provided. This is a mandatory field. 4 On Hold, the Detailed Contingent Bill is held On-Hold for the final payment. 5 On Return, the Detailed Contingent Bill can be returned back to the MM Department.

2.6.4. Create Supplier Debit Note for Adjustments

Precondition: -> Supplier/Vendor should exist in supplier master. Steps for Creation of Debit Note

1. Login as SO of Purchase Group User; got to ―Adjustment‖ in Menu and select Supplier Debit note create.

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2. Select the Supplier-Id-Supplier Name from the drop down list.

3. Select the required Account Head from the drop down list.

4. Debit Note Number and Debit Note Date are auto generated fields.

5. Debit Note Number will be generated automatically as soon as the Debit Note has been submitted.

6. Debit Note Date is the system generated date.

7. Reason and Amount for the Debit Note should be mentioned.

8. Narration should be entered for the Debit Note created, is mandatory.

9. Noting should be entered in the Noting area.

Create Window for SO in Purchase Group for Debit note. Approve/Send back/Reject Debit Note for Adjustments Precondition: Debit Note creates should happen prior to this process. Steps for Approve/Send Back/Return Debit Note

1. Login as Head of the Branch for Purchase Group.

2. Open Debit Note from Dash board and select from the List view by clicking Open.

3. Verify the Debit Note submitted and make any changes if required.

4. Once verified, should put observations in noting area and click on Approve or Send Back.

5. On Approve the Debit Note goes to the Dealing Assistant in the finance department.

6. On Send Back the Debit Note should be available to SO for Rework.

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7. After Rejecting the Debit Note cannot be used get cancelled.

List View to the Head of the Branch of Purchase Group for approving the debit note.

Approve/Send back/Reject window for Head of the branch of Purchase group.

2.6.5. Create Supplier Credit Note for Adjustments

Precondition: -> Supplier/Vendor should exist in Supplier Master. Steps for Creation of Credit Note

1. Login as SO for Purchase Group and Click on ―Adjustment menu‖ and select Supplier Credit note Create.

2. Select the Supplier-Id-Supplier Name from the drop down list.

3. Select the required Account Head from the drop down list.

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4. Credit Note Number and Credit Note Date are auto generated fields.

5. Credit Note Number will be generated automatically as soon as the Credit Note has been submitted.

6. Credit Note Date is the system generated date.

7. Reason and Amount for the Credit Note should be mentioned.

8. Narration should be entered for the Credit Note created, is mandatory.

9. Noting should be entered in the Noting area.

Create Window for SO in Purchase group for Credit Note Approve/Send back/Reject Credit Note for Adjustments Precondition: Credit Note creates should happen prior to this process. Steps for Approve/Send Back/Return Credit Note Select the Credit Note from the List view by clicking Open. Verify the Credit Note submitted and make any changes if required. Once verified, should put observations in noting area and click on Approve or Send Back. On Approve the Credit Note goes to the Dealing Assistant in the finance department. On Send Back the Credit Note should be available to SO for Rework. After Rejecting the Credit Note cannot be used.

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List View for Credit note to Head of the Branch of Purchase Group.

Approve/Send back/ Reject window for Purchase HOB

2.6.6. Payment Voucher Process in General

Introduction

Post all the bill approval by Finance Branch Officer the bills will be

displayed in the below

WorklistPending for PV (Only as Information)

ReportPending Payment Register

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Create Payment Voucher

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From the Payments MenuSelect the respective Bill for which Payment Voucher has to be Generated Note:For all bills from ESS & Payroll goto - PaymentsPV for General BillsCreate New

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The Page is displayed Select the Bill type, Payment Mode, Party, Account Type.On selecting the account type the bank balance is displayed.Enter the Cheque No & Cheque Date.Post entering all the fields the Bills which are approved for the selected party will be displayed in the bill details section.

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Enter the notings and click on Submit.On submit the PV number is generated. Take PV Print

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Click on the link “Open General Bill PV”

Click on the “Print” Button

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2.6.7. Benefit Payment Process

Steps for Benefit Payment to IP

Pre-requisite:

1. Application Access 2. User Role Mapping 3. Bank Mapping 4. Nominate one employee in the location who can take care of user management

Application access and user role mapping

1. Open Mozilla firefox browser login with user who have been nominated

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1)go to application User management Enter the Six Digit Employee Number and submit

For benefit Transactions Need to select Finance and application Check

Enter 6 digit Employee

Number

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For Role access After selecting application access select finance and accounts under ERP TAB

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Select transactions on primary which are applicable to particular user from the list and submit to update (please check all transactions which shown Above )

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2.6.8. Step to update bank Balance in ERP

1) Login with Finance dealing assistant login Go to Erp Work listfinance and account Year Account Head - Update Bank Balance Active

Search with account name for account head and go to Update bank balance option against in which bank you need to update balance (Normally Cash with Banks in Account 2 SBI)

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And Update the highlighted columns against particular month ID( combination of year and month) and submit ,

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Steps for Benefit Payment

2. Open Mozilla firefox browser 3. Type http://myesic.esic.in in the browser. The Login page is displayed as below

4. Enter the login Credentials (User Name, Password) and click on login

5. Post Login the user inbox is as below


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6. From the application menu click on Finance and accounts

7. The Finance and Accounts application menu are displayed as

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8. From the payments menuPV for IP Claim BillCreate New

9. The PV for IP Claim Bill page is displayed

10. Select the payment mode, party, bank account from which payment needs to be made and

click on attach bill.

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On clicking Attach Bill, the bills matching for the party which is in approved status will be attached and the total will be displayed in the Header Amount (Rs.).

User can enter the notings and click on submit. On Submit payment voucher no is generated

Note: User has choice to select the bills for making the payment voucher.If user wishes not to make payment voucher he/she can remove the bills by clicking the remove button

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Reports 1) Cash Benefit Payment Register Go to Application Reports Finance Report

Select ―Cash Benefit Payment Register ―

http://erprpt.esic.in/ESICReportsFATrans/FAReportList.do


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Mandatorily user have to select from and to Date and submit for PDF or Excel

Select as per user

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1) Report Specimen for Cash Benefit Payment Register

2) Cash Book Report Go to Cash Book Report Link

Select from to To date, user location , and account Type in the given form



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2.7. SMC/MS Process

2.7.1. Super Specialty Bill Create

Precondition: Hospital Master should be created and Approved for the Accounting Unit for all tie-up hospitals. DA should be mapped as Creator under SMC functions through User Management

Steps for Creation of Super Specialty Bill

1. Login as Creator using User ID and Password in Employee Portal,

2. Once logged in, default page will be the home page. Go to ―Application‖ and click on ―Finance & Accounts‖.

Select as per user

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3. On Clicking Finance and Accounts, new window will open. Goto ―SMC‖ in the menu and click on Super Specialty Treatment Create New.

4. Once clicked on ―Create new‖, Super specialty bill form will open. Select Party Type and Party. In case of party type = Hospital, party field will display Hospital names in drop down and Incase party = IP than fill IP details in Party section.

5. On Selecting Party/Hospital, hospital information will be displayed as below.

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. 6. Type Account code/description in ―Account Head Search‖ field minimum of 5 characters. Select

Account Head from the drop down of ―Account Head‖ field. Budget Alloted and available will be available for the expenditure head below.

7. After selecting the account head move to payment details section. Select Payment mode from the drop down list.

8. Enter Bill details for the SST bills for the selected Hospital in Party. Bill details can be entered

or can be uploaded by clicking on choose file option. SST Bill details template can be downloaded from the link ―download bill template‖.

9. Once bill details are entered or uploaded the TDS rate can be selected from TDS rate drop down. On clicking ―Add‖ the TDS will get adjusted with Gross Amount and Net Payable will change.

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10. Enter Notings and click on submit button for submitting to next (SO) user. On Delete the whole form will get deleated.

Verify/Send Back of Super Specialty Bill Precondition: Create Request should happen prior to Verify. User should be mapped with SMC verifier role in User Management. Steps for Verifying Super Specialty Bill

1. SO should login with User Name and Password for SST bill verification.

2. Go to ERP Worklist and click on Finance and Accounts. Worklist for pending activities will appear.

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3. Click o verify link for opening the pending bill for verification. The below list will appear for pending bills, click on Open link to view the bill.

4. Once Bill is verified the Bill can be verified on Clicking Verify Button or Send back for re-work to DA.

Sanction/Send Back of Super Specialty Bill Precondition: Verification of Request should be done prior to sanction by SMC and should be mapped as Approver for SMC transactions in User Management.

Steps for Sanction of Super Specialty Bill

1. SMC should login with user name and password in portal.

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2. Go to ―ERP Worklist‖ in menu and clic on Finance and Accounts for viewing pending bills for SMC.

3. On Clicking Sanction, all SST bills pending with SMC for sanction will be displayed. Click on open link and Sanction or Send Back the bills by clicking on Sanction or Send back button.

Check of Super Specialty Bill Precondition: Super Specialty Bill should be sanctioned by SMC and Finance user should be mapped with finance DA role in User Management. Steps for Verifying Super Specialty Bill

1. DA of Finance branch should login with User Name and Password.

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2. Go to ERP worklist and click on Finance and Accounts. SST bill for check will be showing in pending list.

3. Click on Super specialty Bill Check link. It will display all the SST bills in list view of finance DA.

4. Finance DA should check the correctness of bill and can make corrections for Account Head (expenditure head) and should select Account Type (Bank Account) from where payment should be made.

Click on Open link and view the bill for Submit to next level click on ―Check‖ button for re-work select ―Send Back button‖.

.

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Verify/Send Back of Super Specialty Bill Precondition: Super Specialty Bill Check should happen prior to Verify and Finance user should be mapped as superintendent Role in Finance application in User Management.. Steps for Verifying of Super Specialty Bill

1. Finance superintendent should login with user name and password. Only Account Head and Account Type Field should be editable for SO in Finance Branch with noting.

2. Go to ERP work list and click on Finance and Accounts. Pending work list will appear for

superintendent. Click on Finance verify link to see the bills.

3. Click on Open to view the bills. To submit click on Verify and for re-work click on Send back.

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Approve/Send Back/Return of Super Specialty Bill Precondition: SST Verify should happen prior to approve by finance superintendent. Finance head of the branch should be mapped as Approver in user management for Finance Transactions. Steps for Approve/Return of Super Specialty Bill

1. FA-HOB should login with user name and password.

2. Go to ERP Work list, click on Finance and Accounts. All pending activities for finance will be displayed for Finance head approval.

Click on Super Specialty treatment bill Approve for approving bills.

3. Once bill is checked on Clicking Approve Button the request will be approved and Payment Voucher will be generated by DA

4. On Send Back, bill will go to FA-SO for rework and Return will send the bill to SMC for re-work in SMC office.

Payment Voucher Creation for Super Specialty Bill Precondition:

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FA- HOB should approve the bill prior to PV generation. Steps for Creating Super Specialty Bill PV

1. Finance DA should login with User name and Passwordl. Go to Aplication and click on Finance and Accounts.

2. Once Clicked Finance and Accounts, go to Payments in Menu and select PV for Super Specialty treatment Create New

3. Select Payment mode, Party, Account Type and Bank from the drop down and click on Attach Bill.

4. Once Bill is attached on Submit PV generation message will appear.

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2.7.2. Revolving Fund Create

Precondition: Party Master for Vendor, IP and Account Head master should be there

Steps for Creation of Revolving Fund

1. Login as DA, Open Revolving Fund Create Form 2. Select Party, Party Code/Name, Account Head, Payment Mode and TDS Details from the

drop down list. 3. Click on Add button to add invoice/bill details for Revolving Fund Bills. 4. Insert Observations for the transaction in noting and submit. On Submit Bill no. should

generate.

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Create Screen for DA in SMC office for Revolving Fund Verify/Send Back of Revolving Fund Bill Precondition: Create Request should happen prior to Verify. Steps for Verifying Revolving Fund

1. SO should verify the bill submitted DA in SMC office. 2. Account Head is editable for SO on verify form. 3. Once Bill is verified the Bill can be verified on Clicking Verify Button or Send back for re-

work to DA.

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List View for SO in SMC office for Revolving fund

Verify Window for SO in SMC office Sanction/Send Back of Revolving Fund Bill Precondition: Verification of Request should be done prior to sanction by SMC.

Steps for Sanction of Revolving Fund Bill

1. SMC should verify the bill submitted DA in SMC office. 2. Account Head is editable for SMC

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3. Once Bill is verified the Bill can be Sanctioned on Clicking Sanction Button or Send back for re-work to SO.

Sanction Window for SMC in SMC office Check of Revolving Fund Bill in Finance Precondition: Revolving Fund Bill should be sanctioned by SMC prior to FA-DA. Steps for Verifying Revolving Fund Bill

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1. DA of Finance branch should check the bill verified by SMC. 2. Only Account Head Field and Account Type should be editable for DA in Finance Branch

with noting. 3. Once bill is checked the bill on Clicking Check Button the will go to FA-SO to verify the

same.

Verify/Send Back of Revolving Fund Bill in Finance

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Precondition: Revolving Fund bill Check should happen prior to Verify. Steps for Verifying of Revolving Fund Bill

1. FA-SO should verify the request checked by FA-DA 2. Only Account Head and Account Type Field should be editable for SO in Finance Branch

with noting. 3. Once Bill is checked, on Clicking Verify Button the Bill will go to HOB .

Verify window for Section Officer for Finance Division

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Approve/Send Back/Return of Revolving Fund Bill in Finance Precondition: RF Verify should happen prior to approve by FA-HOB. Steps for Approve/Return of Revolving Fund Bill

1. FA-HOB should verify the bill checked by FA-SO 2. Only Account Head and Account Type Field should be editable for HOB in Finance Branch

with noting. 3. Once bill is checked on Clicking Approve Button the request will be approved and Payment

Voucher will be generated by DA 4. On Send Back, bill will go to FA-SO for rework and Return will send the bill to SMC for re-

work in SMC office.

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Approve Window for Finance Head of the Branch Payment Voucher Creation for Revolving Fund Bills Precondition: FA- HOB should approve the bill prior to PV generation. Steps for Creating Revolving Fund PV

1. DA should Create PV for RF Bill. 2. Select Payment mode, Party, Account Type and Bank from the drop down and click on

Attach Bill. 3. Once Bill is attached on Submit PV generation message will appear.

Payment Voucher Window for DA in Finance

2.7.3. Creating On-Account Payment

Precondition: Budget estimate/Revised estimate should be available for the year.

Steps for Creation of On Account Payment for 1

st, 2

nd & 3

rd quarter

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1. Request date will be system date and Party will be displayed based on user location 2. Payable to is enterable by the user and the same will get printed on the face of check. 3. Mean no of IP, IP as per phased program and Actual per capita should be system

populated (Display). 4. Select Account Head and Payment mode for the payment. 5. Payment Released During quarter is display field and will display amount released for the

quarters on payment. 6. Expenditure by state government is enterable field from second quarter onwards. 7. On Clicking of add, a row should get added under Recovery Details. Account head is drop

down and amount is enterable for the user. 8. Noting area is enterable by user for putting observations. 9. On Submit Success message will generate with On Account Request No.

Verify/Send Back of On Account Payment Precondition: Request should get created by SMC-DA Steps for Verifying On Account Payment

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1. Select the request from the dash board pending items for On account Payment. 2. Verify the request 3. Once verified he request and edit Account Head or Payment mode if required and put

observations in noting. 4. On Verify, the On Account Request will be verified and will go to SMC for his action 5. On Send Back the Request should go back to SMC-DA as Rework

Forward/ Send Back of On Account Payment Precondition: Request should be verified by SMC-SO

Steps for Forwarding On Account Payment Request

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1. Select the request from dash board pending item under On Account Payment request 2. Verify the Request 3. Once verified he request and edit Account Head or Payment mode if required and put

observations in noting. 4. On Forward, the On Account Request will be forwarded and will go to Finance for

Concurrence. 5. On Send Back the Request should go back to SMC-SO as Rework

Finance Check of On Account Payment Request Precondition: On Account Payment Request should be forwarded by SMC for Concurrence. Steps for Checking On Account Payment Request

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1. Select the request from dashboard under On Account Pending Request 2. Check the request and put observations in Noting 3. On Check, the request will move to FA-SO for Verification.

Finance Verify/Send back of On Account Payment Request Precondition: Bill should be checked by FA

Steps for Verify On Account Payment Request

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1. Select the request from dashboard under On Account Pending Request 2. Verify the request and put observations in Noting 3. On Verify, the request will move to FA-HOB for Concurrence 4. On Send Back the request will go to FA-DA for Rework

Finance Concur/Send back/Return of On Account Payment Precondition: On Account Request should be verified Steps for Concur On Account Payment Request

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1. Select the Request verified from the Dash board pending request 2. HOB can Concur the Request or can do Send back or Return 3. On click of Concur the Request will go to SMC for Sanction 4. On Click of Send back it will go for Verify Rework in FA 5. On Return It will go to SMC for Rework on the Request

SMC Sanction for On Account Request Precondition: On Account Request should be concurred by FA-HOB

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Steps for Sanction On Account Payment Request

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1 Select the Request Concurred from the Dash board pending request 2 On Clicking Sanction Button the On Account Bill No will be generated with conformation

message. 3 Once Sanctioned the Request will go to FA-HOB for Payment.

FA-HOB Approval for On Account Payment Bill. Precondition: On Account Bill should be generate on Sanction Steps for Approving On Account Payment Bill

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1 Select the On Account Bill Pending for Approval from Dash board. 2 Select the Account Type and Bank from the Drop down in the bill Header part. 3 Once Account Type and Bank is selected put observations in Noting and click on Approve

Button 4 On Approve the Bill will be ready for Payment Voucher. Before Payment Voucher the Bill can

be put on Hold or Returned from Hold Or Return State in Dash Board. Payment Voucher Creation Precondition: All Bills should be approved by FA-HOB before PV

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Steps for On Account Payment – Payment Voucher

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1. Select Payments from the Menu, go to Create New 2. Select the Party for whom PV need to be generated as mentioned in Bill 3. Select Payment Mode selected in Bill from the drop Down.

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4. Select The Account Type as selected in Bill 5. Select Bank mapped to Account Type. 6. On Click of Submit the Payment Voucher will get created for attached bills.

2.7.4. On Account Final Payment

Precondition: All Four quarters payments should be done for the Financial Year

Steps for Creation of On Account Final Payment Request

1. User logins, Select Pending Final Pay from Annual State Govt Payment from dash board

after all 4 quarters payment. 2. Select Party, Account Head, Payment for the Year and Payment mode from the drop

down. 3. Enter Amount for Total Exp. Certified by AG as per Audit Certificate, Misc. receipts,

Expenditure on Others, Expenditure on New Implemented Areas, Medical Equipments and Others.

4. Once the above mentioned fields are entered rest will be self populated as will Display Net Balance Payable.

5. Insert Observations for the transaction in noting and submit. Verify/Send Back of On Account Final Payment Request Precondition: Create Request should happen prior to Verify. Steps for Verifying On Account Final Payment

1. MB-SO should verify the request submitted FA-DA 2. All fields are editable for SO same as Create, If required can edit and submit. 3. Once request is verified the Request can be verified on Clicking Verify Button or Send

back for re-work to DA.

Forward/Send Back of On Account Final Payment Request Precondition: Verification of Request should be done prior to forward to DMC.

Steps for Creation of On Account Final Payment Request

1. DMC of Medical branch should verify the request verified by SO 2. All fields are editable for DMC same as Create, If required can edit and submit. 3. Once request is verified the Request can be verified on Clicking Forwad Button or Send

back for re-work to MB-SO. Approve/Send Back of Account Final Payment Request Precondition:

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On Account Final Pay forward should happen before on Account request is forwarded to MC. Steps for Verifying On Account Payment

1. MC of Medical branch should verify the request verified by DMC 2. All fields are editable for MC same as Create, If required can edit and submit. 3. Once request is verified the Request can be verified on Clicking Forward Button or Send

back for re-work to DMC. Check Account Final Payment Request Precondition: On Account Final Pay should be approved by MC prior to FA-DA. Steps for Verifying On Account Payment

1. DA of Finance branch should check the request verified by MC of Medical branch. 2. Only Account Head Field should be editable for DA in Finance Branch with notings. 3. Once request is checked the Request on Clicking Check Button the request will go to FA-

SO to verify the same. Verify/Send Back of Account Final Payment Request Precondition: On Account Final Pay Check should happen prior to Verify. Steps for Verifying On Account Payment

1. FA-SO should verify the request checked by FA-DA 2. Only Account Head Field should be editable for SOA in Finance Branch with notings. 3. Once request is checked the Request on Clicking Verify Button the request will go to

HOB. Forward/Send Back of Account Final Payment Request Precondition: On Account Final Pay Verify should happen prior to Forward by FA-HOB. Steps for Verifying On Account Payment

1. FA-HOB should verify the request checked by FA-SO 2. Only Account Head Field should be editable for HOB in Finance Branch with notings. 3. Once request is checked the Request on Clicking Forward Button the request will go to

HOF. Forward/Send Back/Return of Account Final Payment Request Precondition: On Account Final Pay Forward should happen prior to Forward by FA-HOF. Steps for Verifying On Account Payment

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1. FA-HOF should verify the request checked by FA-HOB 2. Only Account Head Field should be editable for HOF in Finance Branch with notings. 3. Once request is checked the Request on Clicking Forward Button the request will go to FC,

on send Back will go to FA-HOB for Rework and on Return will go to MC for Re-work.. Forward/Send Back/Return of Account Final Payment Request Precondition: On Account Final Pay forward should happen prior to Concur by FA-FC Steps for Verifying On Account Payment

1. FA-FC should verify the request checked by FA-HOF 2. Only Account Head Field should be editable for FC in Finance Branch with notings. 3. Once request is checked the Request on Clicking Concur Button the request will be

concurred , on send Back will go to FA-HOF for Rework and on Return will go to MC for Re-work

Forward of Account Final Payment Request Precondition: On Account Final Pay Concurrence should happen prior to forward by MC Steps for Verifying On Account Payment

1. MC should verify the request checked by FA-FC 2. No Fields are editable after concurrence, only MC can have a view for information and will

forward to DG for Sanction Sanction/Send Back of Account Final Payment Request Precondition: On Account Final Pay forward should happen prior to sanction by DG Steps for Verifying On Account Payment

1. DG should pick the request from dashboard and verify the Request forwarded by MC and Concurred by DG

2. No Edit option, all fields are read only fields 3. DG can sanction the request on which the Bill no generation success message will

generate and will go to concerned location FA-HOB for Payment. 4. On Send back the Request will come back to MC and the same process will be continued.

Approve of Account Final Payment Bill Precondition: On Account Final Pay Bill generation should happen prior to approval for payment.

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Steps for Verifying On Account Payment

1. FA-HOB should see Annual State Govt. bill pending for Approval in dash board. 2. Select Account Type and Bank from the drop down before approving the bill. 3. Once approved it should be available for PV to DA in fiancé branch.

Payment Voucher Creation for On Account Final Payment Precondition: FA- HOB should approve the bill prior to PV generation. Steps for Verifying On Account Payment

1. DA should Create PV for On Account Final Pay. 2. Select Payment mode, Party, Account Type and Bank from the drop down and click on

Attach Bill. 3. Once Bill is attached on Submit PV generation message will appear.

2.8. Audit

2.8.1. Audit Group Mapping

Login: audit-da Click on Legal under Application menu

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Click on Create New tab of Audit Group Mapping under Audit Process menu

Displays Audit Group Member Mapping Screen

Enter Audit Group Name Select Audit quarter, Year and Acounting unit Select Audit member ID and click on Add button and so on Tick ‗Head‘ against particular employee ID. Click on Submit button

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Click on Submit Button, a pop saying ―Audit Group Updated Successfully‖ will be displayed

2.8.2. Audit Tour Plan

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Login:audit-so

Click on Legal tab under Application menu

Click on Create New tab of Audit Tour Plan under Audit Process menu

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Displays Tour Plan Screen

Select audit for the quarter, year, tour period from, tour period and total working days will pop up. Select office type as ‗Regional office‘ and accounting unit for audit of Regional/SRO(Accounting units) and branches under its purview. And on click of ‗Add‘ button the following fields will appear for selecting Location, Audit group, Audit from date and audit to date. Working days and holidays/Remarks will be displayed for the audit of branches.

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And on check of LBO/Department the following fields will appear for selection for the audit of Regional office. Department, audit group, audit from date and audit to date for selection and working days and holidays/remarks will be displayed on selection. And on click of submit button, a successful message pops up as below.

Click on Submit Button, a pop ―Record Updated Successfully‖ will be displayed

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For RO/SRO/Hospital Enter the details

Click on Submit Button, a pop saying ―Record Updated Successfully‖ will be displayed

Login: audit-hob

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Click on Legal tab under ERP Worklist menu Click on Verify hyperlink against Audit Tour Plan

Click on Open Hyperlink against the created Tour Plan

Verify the details

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Click on Verify Button, a pop saying ―Record Verified Successfully‖ will be displayed

Login: audit-ai

Click on Legal tab under ERP Worklist menu Click on Approve hyperlink against Audit_Tour_Plan

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Click on Open Hyperlink against the verified Tour Plan

Verify the details

Click on Approve Button, a pop saying ―Record Approved Successfully‖ will be displayed

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2.8.3. Audit Observation

Login: audit-da

Click on Legal tab under Application menu Click on Create New tab of Audit Observation under Audit Process menu

Displays Audit Observation Screen

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For recording audit points of accounting unit (R.O/SRO etc) Select Audit for the quarter, Year, office type, accounting unit and department For recording audit point of branch office, select office type-Local office, accounting unit and branch

Click on Add and select document type (if any), serious irregularity (y/n) and enter amount and observations.

Click on Submit Button, a pop saying ―Record Updated Successfully AUxxxxxxxxxxxxx‖ will be displayed

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Login: audit-ah

Click on Legal tab under ERP Worklist menu Click on Response hyperlink against Audit Observation

Click on Open Hyperlink against the record:

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Verify the details

Verify the details and select status –Pending, and forward To-respective person for his/her response and enter observations and submit Select status-dropped/closed and forward to-‗none‘ to drop/close audit points.

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Audit points will go to respective persons on click of OK button. Select ‗Forward to‘ drop down

Click on Submit Button, a pop saying ―Record Updated Successfully AUxxxxxxxxxxx‖ will be displayed

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DD-HOB (Forwardee) login

Click on open against the corresponding audit number

DD-HOB enter responses and select AH/other Forwardee as the case may be and submit

AH login

Click on open against the corresponding audit number

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AH Audit head will verify the responses and if satisfied drop/close the issue by changing status and enter response/recommendation if any and click on submit. And on click of submit button, the audit point will be updated successfully. And else if not satisfied seek further responses by forwarding again to concerned persons.

2.9. Fund Request

2.9.1. Branch Office Fund Request

Steps for Branch OfficeFund Request

To Regional/Sub-Regional Office

Pre-requisite: 5. Application Access 6. User Role Mapping

User role mapping and application access will be provided by the person Nominated by RD for user role mapping in every location.

Steps for Branch Office Fund Request

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Branch Office – Fund Request

Branch Office – Branch Manager

Create Fund Request

Head of Branch (F&A)

Forward the Request to RD/JD

Head of Location (RD/JD)

Approves the Request


Creates Payment

Accounts Dealing Assistant

Consolidates Fund Request and

create TA

Submit TA Report to Bank

Branch Office Branch Manager Requesting for Fund



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From the menu select Fund TransferBranch Office –Fund RequestCreate New. The Fund Request page is displayed as below

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Click on account type, select ―Cash with Bank in Account 2 SBI‖.

On selection, Bank Account No., IFSC Code and the Balance Available will be displayed.

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Click on “Add” button which is in orange color to enter Fund Request details

For Eg. If you require Fund for Benefit Payments then request as below

1. Select “Benefit to Insured Person” from the Major Account Head drop down. 2. Select the category as Benefit Payments 3. Enter the Requested Amount

Fund can be requested for multiple categories in the same request by clicking „Add‟ button Enter the notings and click on submit button. On Submit the Fund Request number is generated and sent to Accounting Unit - Account Branch Officer for validating the fund request.

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On Delete the entered data is deleted Fund Request-Forward (Acconting Unit –Accounts Branch Officer) Accounts Branch Officer login and from the ERP-Worklist select Finance & Accounts.

From the work list click on “BO Fund Request Forward “. The Fund Request which are pending for Forward is displayed.

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Against the respective Fund Request, Click on „open‟ link and do any of the below actions ForwardThe request is forwarded to Head of Location for Approval. Send Back The request is send back to the creator

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Select the account type, on selection, Bank Account No., IFSC Code and the Balance Available will be displayed.

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Select the payment mode as „Telegraphic Advice‟

User enters the notings and click on “Forward”. On Forward ―Forward Successfully‖ message is displayed

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Head of Accounting Unit-Approve Head of Accounting Unit can login and from the ERP-Worklist select Finance & Accounts.

From the work list click on “BO Fund Request Approve/Hold “. The Fund Request which are pending for Approval is displayed.

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Head of Accounting Unit can open the request and do the below actions ApproveThe request is Approved and forwarded to Accounts Branch Officer Send Back The request is send back to Accounts Branch Officer RejectThe request is rejected

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User should enter the notings and click on Approve Button. On click “Approved successfully” message is displayed.

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Fund Request-Pay (Accounting Unit –Accounts Branch Officer) Accounts Branch Officer login and from the ERP-Worklist select Finance & AccountsBO Pay.

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Against the respective Fund Request, Click on „open‟ link and do any of the below actions PayPayment Voucher will be created automatically

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Accounts Dealing Assistant - TA Generation Accounts Dealing Assistant login and from the ERP-Worklist select Finance & AccountsTA Generation.

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Against the respective Fund Request, check „Generate TA Number‟ checkbox and click on Genrate TA Number on the top. On Click,TA Number is Generated. When TA number is generated the request will be moved out from the list Generated TA number will be displayed in ‗Paid‟ status in the worklist. To Check TA Number

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To Provide the TA Advice to Bank Select ApplicationFinance & Accounts

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ReportsFinance Reports

TA Details Report

Select From Date & To Date.On selecting the From Date & To Date all the TA generated in the period is displayed. User can select an individual TA number or all TA Numbers and click on ViewPDF

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2.9.2. Accounting Unit Fund Request

Steps for Accounting Unit Fund Request

To Head Quarters(HQ)



Steps for Accounting Unit Fund Request

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Accounting Unit – Fund Request

Head of Branch

Create Fund Request

Head of Location (RD/JD/MS)



Forward the Request to HQ

Dealing Assistant of Accounts-II

Check the Request

Section Officer of Accounts-II

Verify the Request

RO/SRO/

Hospital

HQHead of Branch of Accounts-II

Payment to Accounting Unit

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Steps for Fund Request

1. Open Mozilla firefox browser

2. Type http://myesic.esic.in in the browser. The Login page is displayed as below



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From the menu select Fund TransferAccounting unit –Fund RequestCreate New. The

Fund Request page is displayed as below

User should click on “Add” button which is in orange color to enter Fund Request details

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For Eg. If you require Fund for Administrative Expenses then do as below

1. Select “Administrative Expenses” from the Major Account Head drop down.

2. Select the category as Administrative Expenses

3. Enter the Requested Amount

One can ask Fund for multiple category in the same request by clicking add button

Select the bank details to which the Fund need to be transferred, enter the payable to and

notings.

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Click on Submit button. On submit the Fund Request no is generated by system for reference

Fund Request-Approve

Head of Office can login and from the ERP-Worklist select Finance & Accounts.

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From the work list click on “Fund Request Approve “. The Fund Request which are pending

for approval is displayed.

Head of Office can open the request and do the below actions

ApproveThe request is forwarded to Finance (Branch Officer) to send to corporate office

Send Back The request is send back to the creator

Reject The request will be rejected

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User enters the notings and click on “Approve”. On Approve “Approved Successfully”

message is displayed

Branch Officer (Finance)-Forward to Corporate Office

Branch Officer (Finance) can login and from the ERP-Worklist select Finance & Accounts.

From the work list click on “Fund Request Finance Forward “. The Fund Request which are

pending for forward is displayed.

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Branch Officer(Finance) can open the request and do the below actions

ForwardThe request is forwarded to corporate office

Send Back The request is send back to Head of Office

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HQ- Dealing Assistant (Accounts II)-HO Check

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HQ- Section Officer (Accounts II)-HO Verify

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HQ-Branch Officer (Accounts II)-HO Forward/Pay

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Accounts Dealing Assistant - TA Generation Accounts Dealing Assistant login and from the ERP-Worklist select Finance & AccountsTA Generation.

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Against the respective Fund Request, check „Generate TA Number‟ checkbox and click on Genrate TA Number on the top. On Click,TA Number is Generated. When TA number is generated the request will be moved out from the list Generated TA number will be displayed in ‗Paid‟ status in the worklist. To Check TA Number

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To Provide the TA Advice to Bank Select ApplicationFinance & Accounts

ReportsFinance Reports

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TA Details Report

Select From Date & To Date.On selecting the From Date & To Date all the TA generated in the period is displayed. User can select an individual TA number or all TA Numbers and click on ViewPDF

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2.9.3. Corporate Office Fund Transfer

Steps for Corporate Office Fund Transfer

To Regional/Sub-Regional Office



Steps for Branch Office Fund Request

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Corporate Office – Fund Transfer

Head of Branch of Accounts-II

Forward the Request to Director(F)

Dealing Assistant of Accounts-II

Create the Request

Director(F)


Head of Branch of Accounts-II

Payment to Accounting Unit

Section Officer of Accounts-II

Verify the Request

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From the menu select Fund TransferCorporate Office –Fund RequestCreate New. The Fund Request page is displayed as below

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2.10. Budget Process

Budget Proposal in Accounting Unit

Pre-requisite:

1. Application Access

2. User Role Mapping

User role mapping and application access will be provided by Wipro

Steps for Budget Proposal

3. Open Mozilla firefox browser

4. Type http://myesic.esic.in in the browser. The Login page is displayed as below



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7. Navigate to ERP Worklist select Finance & Accounts.

Budget Submit-Dealing Assistant

Click on Budget Submit Link

The list view will be displayed.

From the List view user will click “Open Budget Proposal” Link and the below screen will be

displayed. User can enter the Proposed R.E for the current year and Proposed B.E for the next

year for the minor account head.

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To propose budget at the account head level user checks “show account head” and the account

heads are displayed under the particular minor account head

User can enter the Proposed R.E/B.E by entering the value directly in Override R.E/B.E

textbox

User can attach the budget calculation files by clicking on File Upload and attaching the files.

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The Total proposed R.E & B.E for the branch is displayed on the footer

User enters the notings and clicks on Submit button. On Submit the success message is

displayed as “Submitted Successfully” and the budget is forwarded to Section Officer for

verification

Section Officer-Verify

Section officer login into the system and the Budget Proposal pending for Forward is displayed

in the dashboard

User can see the notings entered by the previous users

If required user can change the value entered by the dealing assistant and Forward to branch

officer with notings. On click of Forward “Forwarded Successfully” message is displayed to

the user

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User also has an option of sending the proposal to the previous user using sendback button

Head of Branch-Approve

Head of Branch login into the system and the Budget Proposal pending for Approve is

displayed in the dashboard

User clicks on the link and the list view is displayed as below

User clicks on Open Budget Proposal link. On click the below screen is displayed

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User can see the noting entered by the previous users

If required user can change the value entered by the section officer and Approve the request

with the notings. On click of Approve “Approved Successfully” message is displayed to the

user


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Finance-Concurrence

Head of Branch-Finance login into the system and the Budget Proposal pending for

concurrence is displayed in the dashboard



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If required user can change the values entered by the Head of the Branch and concur the

request with the notings. On click of concur “Concurred Successfully” message is displayed to

the user


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Head of Accounting Unit(RD/MS/JD)-Approval

Head of Accounting Unit login into the system and the Budget Proposal pending for Approve

is displayed in the dashboard



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If required user can change the value entered by the Finance and Approve the request with the

notings. On click of Approve “Approved Successfully” message is displayed to the user


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2.11. Investment Process

2.11.1. Invite Banks

Login: da

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Click on Finance And Accounts tab under Application

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Click on Create New tab of Invite Bank under Investment menu

Select the Invite Date

Click on Invite Banks button

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Bank details are displayed and click on Submit Button

Login: so

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Click on Finance And Accounts tab under ERP Worklist

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Click on Invite Bank Verify against Invite Bank

Click on Open Invite Bank hyperlink

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Enter the notings and click on Verify button

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Click on OK button of pop up message

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Login: hob


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Click on Invite Bank Forward hyperlink against Invite Bank


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Enter the notings and click on forward button

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Login: DOF


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Click on Invite Bank Recommend hyperlink against Invite Bank


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Enter the notings and click on Recommend button

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Login : fc

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Click on Invite Bank Approve hyperlink against Invite Bank

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2.11.2. Investment Quotation

Login : da

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Click on Finance And Accounts tab under Application

Click on Create New tab of Investment Quatation under Investment menu

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Fill the mandatory fields and click on Show Approved Banks

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Login: so

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Click on Verify hyperlink against Investment Quotation

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Click on Open Rate Quotation

Check the „Criteria Checked‟ check box, enter the notings and click on verify button

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Login : hob

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Click on Forward hyperlink against Investment Quotation

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Click on Open Rate Quotation hyperlink

Banks are ranked as H1, H2, and H3

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Enter the notings and click on Forward button

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Login : DOF


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Click on Recommend hyperlink against Investment Quotation


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Enter Notings

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Click on Recommend Button

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Login : fc


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Click on Approve hyperlink against Investment Quotation


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2.11.3. Investment

Login: da

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Click on Invest hyperlink against Investment

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Click on Open hyperlink against ranking H1

Enter Notings and click on Submit Button

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Login : so

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Click on InvestmentCheck hyperlink against Investment

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Click on Open hyperlink

Enter Notings

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Click on InvestmentVerify hyperlink against Investment

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Login: dof

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Click on InvestmentForward hyperlink against Investment

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Enter the notings and click on Approve button

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Login: da


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Click on Pay hyperlink against Investment

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Enter the notings and click on Pay button

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2.12. Pension Process

Pre-requisite: Separation Process need to be initiated from Core HRMS Module

2.12.1. Pension Process HQ (A&B)

Pension Process for A & B -HQ Employees Initiation and Processing of Pension request. User: Accts III DA Login and click Payroll under ERP Work list and then click – Active under Accounting Unit

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Another screen with Accounting unit and Search Retirement Employee will be displayed as shown below. Click Search Retirement Employee under ESIC-HQ Accounting Unit details.

Another screen for giving from and to dates to search for future retiring employees will be displayed.

Give 2 dates – ―from and to‖ and click search button to search for the employees retiring with in these 2 dates. The date range may be of 3 to 6 months. A list of Employees with following fields will be displayed. 1. Sl No 2. Employee No 3. Employee Name 4. Date of birth 5. Designation 6. Department 7. Date of Retirement 8. Accounting Unit

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Click the Submit button available below the list for processing of pension for those retiring employees in the list. Do not submit when processing of pension is not required. Cancel button can be used for clearing the list before submission and can be searched Once the list is submitted by DA, these retiring Employees records will be processed for pension and these records will now be available with:

Retiring Employee User: Retiring Employee Log in and click payroll under ERP work list and Employee record will be available as Pending form submission under Retirement Information and click on it., the record will be displayed. Click Open the record– Form 5 and other annexure will be available to employee to enter and submit and click O.K

Employee will fill the following fields. Fields related to Information on Govt quarters Address after retirement Existing Pension details Family members employment details

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Payment through –Whether it is through ESIC or Bank – mandatory field Bank, Branch and Account details- mandatory field IFSC and MICR codes – mandatory field Under Annexure -1 Passport size joint photograph- Enter the Wife or Husband name and select the relationship from the dropdown list Enter all the fields for which information is available in Form A Fraction of superannuation pension --- if CVP required (optional) Under disbursing authority- Accounts Office of the Ministry/dept/office Submit and then click O.K

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Processing of form 7/18 User-Accts III DA Log in and click Payroll under ERP work list and then click Accounts III check– under retirement information All the records processed and submitted by the employee and EO/VO will be available for him- click open

The Form 7/18 will be displayed for that particular employee clicked Go through all the calculations of Pension, DCRG and CVP and submit with Noting

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User-Accts III SO Log in and click Payroll under ERP work list and then click Acc III Verify – under retirement information. The record will be displayed and then click ―open‖ The form 7/18 will be displayed with all Pension/DCRG/CVP calculations After verification, click verify after Noting and click O.K

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User-Accts III HOB Log in – and click Payroll under ERP work list and records will be available for approval under retirement information. Click Accounts III Approve-.

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Open the record, Form 7/18 will be displayed ( as shown under User -SO, above) go through the calculations and click approve after Noting and then click O.K

User- Est V HOB Log in – Click Payroll under ERP Work list menu and then click establish V Approve – under retirement information. . Click Open the record. Form 7/18 (as shown above under Accts III SO) with all Pension calculations along with noting from SO and DA will be displayed, click approve after Noting and then click O.K

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User—Accts III DA Log in and click Payroll under ERP work list and then the approved records will be available under Accounts III check 2-Retirement Information. Click it and records will be displayed. Click open the record and go through form 7/18 again ( as shown above under Accts III SO) and also the approvals and noting Submit and click O.K

User- Accts IV DA

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Log in and click payroll under ERP work list and then click Account IV check under retirement information. Click Open the record the Form 7/18 will be displayed ( as shown under Accts III SO above)and validate all the particulars including calculations and submit after Noting and click O.K

User-Accts IV SO Log in and click Payroll under ERP work list and then click Account IV verify – and click open Form 7/18 will be displayed.( as shown under Accts III SO above ) Then verify all the details including calculations and click Verify after Noting

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User-Accts IV HOB Log in and click payroll under ERP work list and then click Account IV approve – under Retirement information The records will be displayed and then click Open Form 7/18 will be displayed (as shown under Accts III SO above) Verify the calculations and other details and click Approve after noting and then click O.K

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Generation of PPO/DCRG/CVP User-Accts IV DA Log in and click payroll under ERP work list and then click Provisional Pension / PPO /DCRG/CVP- Check and open the particular Employees record The PPO/DCRG/CVP will be displayed. Submit with Noting for verification by SO and then click O.K

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User-Accts IV SO Log in and click payroll under ERP work list and then click Provisional Pension / PPO/DCRG/CVP- Verify and click open the required record. Verify PPO/DCRG/CVP and click Verify with Noting and click O.K

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User-Accts IV HOB Log in and click payroll under ERP work list and click Provisional Pension / PPO/DCRG/CVP – Approve and click open the required record. Verify and click Approve with Noting and then click O.K Now the record is ready for Pension payment bill generation

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DCRG and CVP Payment Bill Generation User-Accts III DA For vigilance clearance before payment: Log in and click payroll under ERP work list and then click Approved PPO/DCRG/CVP- under Retirement Information The records will be displayed. Click‖ open‖ the record to process for bill generation. The PPO/DCRG/CVP for that employee will be displayed and Click ―submit‖ for getting vigilance clearance from Vigilance Dept before payment. Now the record will be available with Vigilance DA.

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User-VC-DA at HQ Log in and click payroll under ERP work list and then click Pending VC (vigilance clearance) for payment-. The record will be displayed. Click Open and tick‖ Is vigilance clearance― box, if all cleared and - un tick ―Is vigilance clearance‖ box, if cases are pending/not cleared Submit and click O.K. The record will now be available with VC-SO for verification

Users-VC-SO at HQ VC-HOB at HQ VC-Director at HQ VC-CVO at HQ After submission from VC-DA, the record will be available for verification with VC-SO – as Pending VC for Payment –Verify in task status under Retirement information Similarly after VC-SO submission, the same record will be available with VC-HOB.-as Pending VC for Payment Approve –HOB VC-HOB may approve or can forward to the VC-Director for his approval depending on the case

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The same record with task status as Pending VC for Payment Approve-Director will be available with VC-Director and he will either Approve or forward it to CVO for further Approval Similarly the same record with task status as Pending VC for Payment Approve-CVO will be available to VC-CVO for approval . Once the record gets approved (with vigilance clearance YES), the same will be available with Accts III-DA for generation of CVP and DCRG bills. The PPO part will be sent to the Bank for making payment of monthly pension. When Vigilance Clearance is NO, there will be no bill generation and payment of CVP and DCRG and hence the record will be available with Accts III –DA with task status as Pending Pensioners Activity for restarting /reprocessing of pension again, since only Provisional pension will be calculated and PPO issued accordingly without DCRG and CVP amount. User-Accts III DA Log in and click payroll under ERP work list and then click ―Pending CVP payment check –‖ for CVP bill generation and payment Similarly click ―Pending DCRG payment check –― for DCRG bill generation and payment and click open the required record The CVP and DCRG Bill screen will be displayed

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In both cases under Account type select the account 415020100000002 cash with banks in account 2 SBI. Submit and click O.K. The Payment No and date will be generated after submission. User-Accts III SO Log in and click payroll under ERP work list and then click ―pending CVP Payment verify ― for verification of bill Similarly click ―Pending DCRG Payment verify ‖ for verification of bill You can see the bill No displayed. Click open the required record and then Submit for sending it to Hob for approval

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User-Accts III HOB Log in and click payroll under ERP work list and then click ―Pending CVP Payment Approve ‖ for approval of bill and click ―Pending DCRG Payment Approve‖ for approval of bill Click ―open‖ the required record and Submit and then click O.K. Now the bill is ready for payment voucher generation in finance.

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2.12.2. Pension Process HQ (C&D)

Pension Process for C & D HQ Employees Initiation and Processing of Pension request. User: Establishment V DA

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Login and under ERP Worklist – click Payroll, and then click Accounting Unit - Active

Another screen with Accounting unit and Search Retirement Employee will be displayed as shown below. Click Search Retirement Employee under ESIC _HQ Accounting Unit details.

Another screen for giving from and to dates to search for future retiring employees will be displayed. Give 2 dates – ―from and to‖ and click search button to search for the employees retiring with in these 2 dates. The date range may be of 3 to 6 months. A list of Employees with following fields will be displayed. 1. Sl No

2. Employee No 3. Employee Name 4. Date of birth 5. Designation 6. Department 7. Date of Retirement 8. Accounting Unit Click the Submit button available below the list for processing of pension for those retiring employees in the list. Do not submit when processing of pension is not required. Cancel button can be used for clearing the list before submission and can be searched again.

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Once the list submitted by DA, these retiring Employees records will be processed for pension and these records will now be available with::

Retiring Employee

User: Retiring Employee Log in and click payroll under ERP work list and then click Pending form submission under Retirement Information and click on that, the record will be displayed. Click Open – Form 5 and other annexure will be available to employee to enter and submit and click O.K

Employee will fill the following fields. Fields relating to

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Information on Govt quarters Address after retirement Existing Pension details if any Family members employment details Payment through –Whether it is through ESIC or Bank – mandatory field Bank, Branch and Account details- mandatory field IFSC and MICR codes – mandatory field Under Annexure -1 Passport size joint photograph- Enter the Wife or Husband name and select the relationship from the dropdown list All the fields in Form A where ever data is required/available Fraction of superannuation pension --- if CVP required (optional) Under disbursing authority- Accounts Office of the Ministry/dept/office Submit and then click O.K

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Processing of form 7/18 User-Est V DA Log in and click payroll under ERP work list and then click Establishment V check under retirement information All the records processed and submitted by the employee and EO/VO will be available click ―open‖


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User-Est V SO Log in and click payroll under ERP work list and then click Establishment V Verify - under retirement information. The record will be displayed and then click ―open‖ The form 7/18 will be displayed with all Pension/DCRG/CVP calculations After verification, click verify after Noting and then click O.K

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User-Est V HOB Log in and click payroll under ERP work list and click Establishment V Approve-. Under Retirement information

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Open the record, Form 7/18 will be displayed ( as shown above) go through the calculations and click approve after Noting and then click O.K

User- Accts III DA Log in and click payroll under ERP work list and then click Account III check- under retirement information. Click Open the record, the Form 7/18 will be displayed ( as shown above)and validate all the particulars including calculations and submit after Noting and click O.K

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User-Accts III SO Log in and click payroll under ERP work list and then click Account III verify – and click open Form 7/18 will be displayed.( as shown above ) Then verify all the details including calculations and click Verify after Noting

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User-Accts III HOB Log in and click payroll under ERP work list and then click Account III approve – under Retirement information The records will be displayed and then click Open Form 7/18 will be displayed (as shown above) Verify the calculations and other details and click Approve after Noting and then click O.K

Generation of PPO/DCRG/CVP and Provisional pension User-Est V DA Log in and click payroll under ERP work list and then click Provisional Pension / PPO /DCRG/CVP-Check under Retirement Information and click open the particular Employees record The PPO/DCRG/CVP will be displayed. Submit with Noting for verification by SO and then click O.K

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User-Est V SO Log in and click payroll under ERP work list and then click Provisional Pension / PPO/DCRG/CVP- Verify and click open the required record. Verify PPO/DCRG/CVP and click Verify with Noting and click O.K

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User-Est V HOB Log in and click payroll under ERP work list and then click Provisional Pension / PPO/DCRG/CVP – Approve and click open the required record. Verify and click Approve with Noting and then click O.K Now the record is ready for Pension payment bill generation

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DCRG and CVP Payment Bill Generation User-Accts III DA For vigilance clearance before payment: Log in and click payroll under ERP work list and then click Approved PPO/DCRG/CVP- under Retirement Information The records will be displayed. Click ‖ Open‖ the record to process for bill generation. The PPO/DCRG/CVP for that employee will be displayed and Click ―submit‖ for getting vigilance clearance from Vigilance Officer before payment

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User-VO at HQ Log in and click payroll under ERP work list and then click Pending VC (vigilance clearance) for payment-. The record will be displayed. Click Open and tick‖ Is vigilance clearance― box, if all cleared and - un tick ―Is vigilance clearance‖ box, if cases are pending/not cleared Submit and click O.K. When vigilance clearance is YES , then the record will be available to Accts III DA for generation of CVP and DCRG bills. When Vigilance Clearance is NO, there will be no bill generation and payment of CVP and DCRG and hence the record will be available with Est. V– DA with task status as Pending Pensioners Activity for restarting /reprocessing of pension again, since only Provisional pension will be calculated and PPO issued accordingly without DCRG and CVP amount.

User-Accts III DA Log in and click payroll under ERP work list and click ―Pending CVP payment check ‖ for CVP bill generation and payment Similarly click ―Pending DCRG payment check ‖ for DCRG bill generation and payment

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and click open the required record The CVP and DCRG Bill screen will be displayed

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In both cases under Account type select the account 415020100000002 cash with banks in account 2 SBI. Submit and click O.K. The Payment No and date will be generated after submission. Submit and click O.K. User-Accts III SO Log in and click payroll under ERP work list and then click ―pending CVP Payment verify ― for verification of bill Similarly click ―Pending DCRG Payment verify‖ for verification of bill You can see the bill No displayed. Click open the required record and then Submit for sending it to Hob for approval

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User-Accts III HOB Log in and click payroll under ERP work list and then click ―Pending CVP Payment Approve ‖ for approval of bill and click ―Pending DCRG Payment Approve ‖ for approval of bill Click ―open‖ the required record and Submit and then click O.K. Now the bill is ready for payment Voucher generation in Finance.

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2.12.3. Pension Process RO/SRO/Hospital (A&B)

Pension Process for A & B –RO/SRO/HOSPITAL Initiation and processing of Pension Request SRO/RO/HOSPITAL User: Accts DA

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Login and click Payroll under ERP Work list and then click – Active under Accounting Unit

Another screen with Accounting unit and Search Retirement Employee will be displayed as shown below. Click Search Retirement Employee under RO/SRO/Hospital Accounting Unit details.

Another screen for giving from and to dates to search for future retiring employees will be displayed A list of Employees with following fields will be displayed. 1. Sl No

2. Employee No 3. Employee Name 4. Date of birth 5. Designation 6. Department 7. Date of Retirement 8. Accounting Unit

Click the Submit button available below the list for processing of pension for those retiring employees in the list. Do not submit when processing of pension is not required. Cancel button can be used for clearing the list before submission and can be searched

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Once the list submitted by DA, these retiring Employees records will be available to the Retiring Employee. User: Retiring Employee Log in and click payroll under ERP work list and Employee record will be available as Pending form submission under Retirement Information and click on it., the record will be displayed. Click Open the record– Form 5 and other annexure will be available to employee to enter and submit and click O.K

Employee will fill the following fields. Fields related to Address after retirement Existing Pension details Family members employment details Payment through –Whether it is through ESIC or Bank – mandatory field Bank, Branch and Account details- mandatory field

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IFSC and MICR codes – mandatory field Under Annexure -1 Passport size joint photograph- Enter the Wife or Husband name and select the relationship from the dropdown list Fields in Form A if required Fraction of superannuation pension --- if CVP required (optional) Under disbursing authority- Accounts Office of the Ministry/dept/office Submit and then click O.K

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Processing of form 7/18 User-Accts DA Log in and click Payroll under ERP work list and then click Accounts check– under retirement information All the records processed and submitted by the employee will be available for the DA- click open


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User-Accts SO Log in and click Payroll under ERP work list and then click Acc Verify – under retirement information. The record will be displayed and then click ―open‖ The form 7/18 will be displayed with all Pension/DCRG/CVP calculations After verification, click verify after Noting and click O.K

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User-Accts BO/HOB Log in – and click Payroll under ERP work list and records will be available for approval under retirement information. Click Accounts Approve-.

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Open the record, Form 7/18 will be displayed ,go through the calculations and click approve after Noting and then click O.K

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User- RD/MS/DM Log in – Click Payroll under ERP Work list menu and then click MS/ RD Approve – under retirement information..Records will be displayed. Click Open the required record. Form 7/18 ( as shown above ) with all Pension calculations along with noting , will be displayed. Click approve after Noting and then click O.K

User- HQ Accts IV DA Log in and click Payroll under ERP work list and then the approved records will be available under Accounts IV check -Retirement Information. Click it and records will be displayed. Click open the record and go through form 7/18 again ( as shown above under Accts SO) and also the approvals and noting

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Submit and click O.K

User- HQ Accts IV SO Log in and click payroll under ERP work list and then click Account IV Verify Form 7/18 will be displayed.( as shown above ) Then verify all the details including calculations and click Verify after Noting

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User-HQ Accts IV HOB Log in and click payroll under ERP work list and then click Account IV approve – under Retirement information The records will be displayed and then click Open Form 7/18 will be displayed (as shown under Accts SO above) Verify the calculations and other details and click Approve after noting and then click O.K

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Generation of PPO/DCRG/CVP User-HQ Accts IV DA Log in and click Payroll under ERP work list and click Provisional Pension / PPO /DCRG/CVP- Check and click open the particular Employees record The PPO/DCRG/CVP will be displayed. Submit with Noting for verification by SO and then click O.K

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User-HQ Accts IV SO Log in and click Payroll under ERP work list and click Provisional Pension / PPO/DCRG/CVP- Verify under retirement information and click open the required record. Verify PPO/DCRG/CVP and click Verify with Noting and click O.K

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User-HQ Accts IV HOB Log in and click payroll under ERP work list and then click Provisional Pension / PPO/DCRG/CVP – Approve under retirement information and click open the required record. Verify and click Approve with Noting and then click O.K Now the record is ready for Pension payment bill generation

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DCRG and CVP Payment Bill Generation SRO/RO/Hospital User-Accts DA For vigilance clearance before payment: Log in and click Approved PPO/DCRG/CVP- under Retirement Information after clicking Payroll under Work list The records will be displayed. Click ‖ open‖ the record to process for bill generation. The PPO/DCRG/CVP for that employee will be displayed and Click ―submit‖ the record will now be available with Vigilance DA for vigilance clearance.

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User-VC-DA at HQ Login and click payroll under ERP work list and then click Pending VC for Payment check under Retirement information The records pending for vigilance clearance will be displayed. Click Yes or No depending on whether Vigilance is cleared or not cleared and submit with a Noting and click O.K when the popup comes up with ―submitted successfully‖

Users-VC-SO at HQ VC-HOB at HQ VC-Director at HQ VC-CVO at HQ After submission from VC-DA, the record will be available for verification with

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VC-SO – as Pending VC for Payment –Verify in task status under Retirement information Similarly after VC-SO submission, the same record will be available with VC-HOB.-as Pending VC for Payment Approve –HOB VC-HOB may approve or can forward to the VC-Director for his approval depending on the case The same record with task status as Pending VC for Payment Approve-Director will be available with VC-Director and he will either Approve or forward it to CVO for further Approval Similarly the same record with task status as Pending VC for Payment Approve-CVO will be available to VC-CVO for approval . Once the record gets approved (with vigilance clearance YES), the same will be available with RO/SRO/Hospital Accts-DA for generation of CVP and DCRG bills. The PPO part will be sent to the Bank for making payment of monthly pension. When Vigilance Clearance is NO, there will be no bill generation and payment of CVP and DCRG and hence the record will be available with Accts –DA with task status as Pending Pensioners Activity for restarting /reprocessing of pension again, since only Provisional pension will be calculated and PPO issued accordingly without DCRG and CVP amount. RO/SRO/Hospital User-Accts DA Log in and click Payroll under ERP work list and click ―Pending CVP payment check for CVP bill generation and payment Similarly click ―Pending DCRG payment check for DCRG bill generation and payment and click open the required record The CVP and DCRG Bill screen will be displayed Submit and click O.K

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In both cases under Account type select the account 415020100000001 cash with banks in account 2 SBI. Submit with noting and click O.K. The Payment No and date will be generated after submission. RO/SRO/Hospital User-Accts SO Log in and click Payroll under ERP work list and then click ―pending CVP Payment verify― for verification of bill Similarly click ―Pending DCRG Payment verify‖ for verification of bill You can see the bill No displayed. Click open the required record and then Submit for sending it to Hob for approval and click O.K

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RO/SRO/Hospital User-Accts HOB Log in and click Payroll under ERP work list and click ―Pending CVP Payment Approve- for approval of bill Log in and click ―Pending DCRG Payment Approve‖ for approval of bill Click ―open‖ the required record and Submit and then click O.K. Now the bill is ready for payment

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Now both of these records ie DCRG and CVP will be ready for Generation of Payment voucher in Finance.

2.12.4. Pension Process RO/SRO (C&D)

Pension Process for C & D –RO/SRO/Hospital Steps for processing Pension SRO/RO User: Admin DA Login and click Payroll under ERP work list and then click Accounting Unit - Active

Another screen with Accounting unit and Search Retirement Employee will be displayed as shown below. Click Search Retirement Employee under RO/SRO eg:SRO Bommasandra Accounting Unit .

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Another screen for giving from and to dates to search for future retiring employees will be displayed as shown below Give 2 dates – ―from and to‖ and click search button to search for the employees retiring with in these 2 dates. The date range may be of 3 to 6 months. A list of Employees with following fields will be displayed. 1. Sl No

2. Employee No 3. Employee Name 4. Date of birth 5. Designation 6. Department 7. Date of Retirement 8. Accounting Unit Click the Submit button available below the list for processing of pension for those retiring employees in the list. Do not submit when processing of pension is not required. Cancel button can be used for clearing the list before submission and can be searched again.

Once the list submitted by DA, these retiring Employees records will now be available to the concerned Employee.

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Retiring Employee Log in and click payroll under ERP work list and then click Pending form submission under Retirement Information and click on that, the record will be displayed. Click Open – Form 5 and other annexure will be available to employee to enter and submit and click O.K

Employee will fill the following fields. Fields related to Information on Govt quarters Address after retirement Existing Pension details Family members employment details Payment through –Whether it is through ESIC or Bank – mandatory field Bank, Branch and Account details- mandatory field IFSC and MICR codes – mandatory field Under Annexure -1 Passport size joint photograph- Enter the Wife or Husband name and select the relationship from the dropdown list Fields in Form A if required Fraction of superannuation pension --- if CVP required (optional)

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Under disbursing authority- Accounts Office of the Ministry/dept/office Submit and then click O.K

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Processing of form 7/18 User-Admin DA Log in and click payroll under ERP work list and then click Pending Pension for check- under retirement information All the records processed and submitted by the employee will be displayed click ―open‖

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When you click Open the Form 7/18 will be displayed for that particular employee. Go through all the calculations of Pension, DCRG and CVP and submit with Noting

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User-Admin SO Log in and click payroll under ERP work list and then click Pending pension for Verify – under retirement information. The record will be displayed and then click ―open‖ The form 7/18 will be displayed with all Pension/DCRG/CVP calculations After verification, click verify after Noting and then click O.K

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User-Admin BO/HOB Log in – and click payroll under ERP work list and records will be available for Pending pension for approval under retirement information –Click Pending pension for Approve-

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Open the record, Form 7/18 will be displayed go through the calculations and click approve after Noting and then click O.K

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User- Accts DA Log in and click payroll under ERP work list and then click Account Check – under retirement information. Click Open the record, the Form 7/18 will be displayed ( as shown above)and validate all the particulars including calculations and submit after Noting and click O.K

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User- Accts SO Log in and click payroll under ERP work list and then click Account Verify – and click open Form 7/18 will be displayed.( as shown above ) Then verify all the details including calculations and click Verify after noting

User-Accts HOB Log in and click payroll under ERP work list and then click Account Approve – under Retirement information The records will be displayed and then click Open Form 7/18 will be displayed (as shown above) Verify the calculations and other details and click Approve after noting and then click O.K

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User-RD Log in and click payroll under ERP work list and click Pending Pension for RD Approve – number box under Retirement information The records will be displayed and then click Open Form 7/18 will be displayed (as shown above) Verify the calculations and other details and click Approve after noting and then click O.K

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Generation of PPO/DCRG/CVP User-Admin DA Log in and click payroll under ERP work list and click Pending PPO /DCRG/CVP for check- and click open the particular Employees record The PPO/DCRG/CVP will be displayed. Check and Submit with Noting & then click O.K

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User-Admin OS/SO Log in and click payroll under ERP work list and click Pending PPO/DCRG/CVP for Verify-- and click open the required record. Verify PPO/DCRG/CVP, click Verify with Noting and click O.K

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User-Admin HOB/BO Log in and click payroll under ERP work list and click Pending PPO/DCRG/CVP for Approve – and click open the required record. Verify and click Approve with Noting and then click O.K Now the record is ready for Pension payment bill generation

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User-RD Log in and click payroll under ERP work list and click Pending PPO/DCRG/CVP for RD Approve – and click open the required record. Verify and click Approve with Noting and then click O.K Now the record is ready for Pension payment bill generation

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DCRG and CVP Payment Bill Generation User-Accts DA For vigilance clearance before payment: Log in and click payroll under ERP work list and then click Approved PPO/DCRG/CVP- under Retirement Information The records will be displayed. Click ‖ Open‖ the record to process for bill generation. The PPO/DCRG/CVP for that employee will be displayed and Click ―submit‖ for getting vigilance clearance from Vigilance Officer before payment

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User-VO at RO Log in and click payroll under ERP work list and click Pending VC (vigilance clearance) for payment-. The record will be displayed. Click Yes or No depending on whether Vigilance clearance can be given or not .Submit and click O.K

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If the Vigilance clearance is ‗YES‘, then the same record will be available to Accts DA for Generating CVP and DCRG bill for Payment If the Vigilance clearance is‘ NO‘, then retiring employee will not be paid DCRG and CVP, instead the record goes back to Admin DA with task status as Pending Pensioner Activity under Retirement Information for re starting / re processing of pension so that fresh PPO is generated with Provisional Pension only and there will not be any DCRG and CVP calculation and payment

User-Accts DA Log in and click payroll under ERP work list and click ―Pending CVP payment check ‖ for CVP bill generation and payment Similarly click ―Pending DCRG payment check ‖ for DCRG bill generation and payment and click open the required record The CVP and DCRG Bill screen will be displayed

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In both cases under Account type select the account 415020100000001 cash with banks in account 2 SBI. Submit and click O.K. The Payment No and date will be generated after submission. Submit and click O.K. User-Accts SO

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Log in and click payroll under ERP work list and then click ―pending CVP Payment verify ― for verification of bill Similarly click ―Pending DCRG Payment verify‖ for verification of bill You can see the bill No displayed. Click open the required record and then Submit for sending it to Hob for approval

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User-Accts HOB/BO Log in and click payroll under ERP work list and then click ―Pending CVP Payment Approve ‖ for approval of bill and click ―Pending DCRG Payment Approve ‖ for approval of bill Click ―open‖ the required record and Submit and then click O.K. Now the bill is ready for payment Voucher generation

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Both DCRG and CVP bills are ready for Payment voucher generation in Finance module.

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3 Troubleshooting

3.1. FAQs

Common and frequently asked questions can be answered here. For the first few releases, AT experiences can be described.

4 Contact Information Describe all contact information including addresses and telephone numbers for Sales and Support offices in all locations. Divide by geography if necessary.

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5 Appendix A

5.1. Terms and Abbreviations

Define all the terms used in the document. Expand all abbreviations used.

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6 Appendix B

6.1. Advanced Information

Include extra information such as flow-charts, shortcut keys etc here.

This section can be made as a chapter, if necessary.

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7 Appendix C

7.1. Resources

Include resources to relevant web pages, books/papers, if needed.