Central invoice management solution version 4 (1).pptx

Business process of invoice management syatem

1. Central Invoice Management System Madhya Pradesh Pashchim Kshetra Vidyut Vitaran Co. Ltd. Developed & maintain under SE IT of MPPKVVCL, 2021-2022

2. The main objective of this project is to provide the window to the supplier/vendor/contractor through which it can raise the invoice and view the status of its payment. Along with this, contractor can also upload the necessary document. Payment progress of each invoice will be shown on the dashboard to track the status. This portal will be integrated with systems like ERP/ eMB -MPEZ (GIS portal) / QMS-MPCZ so that data consistency can be maintained across all the systems. Objective Developed & maintain under SE IT of MPPKVVCL, 2021-2022

3. Identified Integration Points and Users Pulling (Fetching) the following document detail from the ERP System, Project details Purchase Order details DI and MICC details Measurement Book details status of invoice Pushing (Inserting) the data into the ERP System, Prepayment invoice details like mobilization advance, material advance and RA bills. Standard invoice details like price variation invoice and retention invoices. Note : All the invoices will be pushed into the ERP system in incomplete/never validated status. If required, deduction and taxes can be applied on the generated invoice at the ERP system. After invoice is validated in ERP system, its details will be sync into the CIS portal. In invoicing solution we have identified the following type of users. Admin User Discom User Supplier User

4. Admin User Step1: Admin user will login into the portal by using credential provided by IT team. Step2: Admin user select the “ project/PO” from the list, that is populated from the ERP system. Step3: Admin user defines the project approval hierarchy using the “ Employee Master” Of ERP system . Step4: After successfully defining the project approval hierarchy, admin user defines the finance approval hierarchy using the “ Employee Master” of ERP system. Step 5: After successfully defining both the hierarchy, it will be used to Process Invoice at various levels in invoicing solution portal. Note : Now supplier can upload the digitally signed invoice for that Project/PO whose approval hierarchies is successfully defined by the admin user. Developed & maintain under SE IT of MPPKVVCL, 2021-2022

5. Admin User Project/PO list is fetched from ERP system

6. Username of login credentials of supplier is same as supplier id of ERP system. Login credentials will be provided to the supplier/vendor, by Discom. Supplier will submit the digitally signed invoice by selecting the correct invoice type and upload the invoice supporting documents. On successful submission of invoice, notification to the Discom user will be generated. After getting the notification Discom user will upload the essential documents along with base documents . Also Discom user will response by initiating the workflow in ERP/Existing system (if required) . Discom user pull the necessary documents like project, PO, DI, MICC, MB etc. from ERP system into the portal and after verifying the documents take the necessary action approve/reject/request information. At every step, whenever officer completes the process on invoicing solution portal/ERP system, same will be reflected on the supplier dashboard. Developed & maintain under SE IT of MPPKVVCL, 2021-2022 Supplier & Discom User

7. Supplier & Discom User Supplier PO list whose approval hierarchy is successfully defined by the Admin user If required, Pull the required document detail from ERP system. Project, PO, DI, MICC, MB etc

8. Work Flow Of Invoice Approval Hierarchy in CIS portal Note : On rejection, user will select the notified person. Developed & maintain under SE IT of MPPKVVCL, 2021-2022 Digitally signed invoice submitted by the vendor/supplier Finance approval hierarchy project approval hierarchy

9. Start Purchase requisition request run(ERP) PO auto created by running requisition request (ERP) PO approved by authority (ERP) Project Created & Approved (ERP) Dispatch instruction created by running request (ERP) MICC created (ERP) Portal Process EPR Process Existing ERP Work Flow Push from GIS Portal Working Project (ERP) MB creation (ERP) Release generated (ERP) Invoice created (ERP) Payment process started (ERP) Invoice validated (ERP) END Push from invoicing solution Portal RA bill will be taken after MB Material advance can be taken after MICC Mobilization advance for supply and erection can be taken after PO. Developed & maintain under SE IT of MPPKVVCL, 2021-2022

10. Identified Integration Points With ERP & Other Systems MPCZ Discom portal ERP System MPWZ Discom portal MPEZ Discom portal

11. 1. Mobilization advance for supply and Erection : Mobilisation Advance for Supply. As per current DOP total mobilisation advance for supply is as per the award. First Mobilisation Advance (percentage as per the award of ex works contract cost excluding taxes and duties). Second Mobilisation Advance (percentage as per the award of ex works contract cost excluding taxes and duties). Mobilisation Advance for Erection. As per current DOP total mobilisation advance for erection is as per the award First Mobilisation Advance (percentage as per the award of erection contract price excluding taxes and duties). Second Mobilisation Advance (percentage as per the award of erection contract price excluding taxes and duties). In Mobilization advance for the supply and erection, identified variable points are as follows: No. of instalments can be vary, project to project. Total percentage can be vary, project to project. Percentage of advance in each instalment can be also vary. Document required to release the mobilization advance is as follows: Tender Document with all corrigendum and amendments Letter of Award (PURCHASE ORDER in ERP) Contract Agreement Bank Guarantee Utilization Certificate (Applicable only II nd instalment onwards.) Progress required in ERP to release the mobilization advance for supply and erection is as follows: Approved Purchase Order should be available into the ERP system. Developed & maintain under SE IT of MPPKVVCL, 2021-2022

12. Project Creation Classification Team Members Additional Information MB Approval Hierarchy Project Approval Submit Project for approval It will send an notification as per DOP in Hierarchy Purchase Requisition Submit Request: WIN PA: Create PR for Labor/Turnkey Contract Purchase Order Submit Request: WIN - PO: Requisition to Blanket PO Program MPPKVVCL Project Management Flow Chart, F or M obilization A dvance Mobilization advance for supply and erection can be taken after PO. At This Point Mobilization Advance for supply and erection can be claim by the vendor.

13. 2. Material Advance : Material Advance. As per current DOP total material advance is as per the award. First Material Advance (percentage as per the award of MICC Amount). Second Material Advance (percentage as per the award MICC Amount). Third Final Material Advance (percentage as per the award of MICC Amount). In Material advance, identified variable points are as follows: No. of instalments can be vary, project to project. Total percentage can be vary, project to project. Percentage of advance in each instalment can be also vary. Document required to release the material advance is as follows: Tender Document with all corrigendum and amendments Letter of Award (PURCHASE ORDER in ERP) Contract Agreement Bank Guarantee Material Dispatch Clearance Certificate (MDCC). Manufacturer’s copy of challan. NABL Acceptance Report Any other document as per award Progress required in ERP to release the material advance is as follows: Approved Purchase Order should be available into the ERP system. Dispatch Instruction (DI) MICC (ERP generated report) Developed & maintain under SE IT of MPPKVVCL, 2021-2022

14. Project Creation Classification Team Members Additional Information MB Approval Hierarchy Project Approval Submit Project for approval It will send an notification as per DOP in Hierarchy Purchase Requisition Submit Request: WIN PA: Create PR for Labor/Turnkey Contract Purchase Order Submit Request: WIN - PO: Requisition to Blanket PO Program MPPKVVCL Project Management Flow Chart, F or Material A dvance Material advance can be taken after MICC. At This Point Material advance can be claim by the vendor. Dispatch Instruction (DI) MICC

15. 3. Running Account (RA) Bill : RA Bill for Supply. As per current DOP total RA bill for supply is as per the award. First RA bill (percentage as per the award of Measurement book). Second RA bill (percentage as per the award of Measurement book). Third (Final) RA bill (percentage as per the award of Measurement book). RA Bill for Erection. As per current DOP total RA bill for erection is as per the award. First RA bill (percentage as per the award of Measurement book). Second RA bill (percentage as per the award of Measurement book). In RA bill, identified variable points are as follows: No. of instalments can be vary, project to project. Total percentage can be vary, project to project. Percentage of advance in each instalment can be also vary. Document required to release the RA bill is as follows: Tender Document with all corrigendum and amendments Letter of Award (PURCHASE ORDER in ERP) Contract Agreement Bank Guarantee Measurement Book (MB) Material Dispatch Clearance Certificate (MDCC). Manufacturer’s copy of challan. Invoice certifying payments of SGST/CGST/IGST (as applicable) for the direct transaction between Employer and Contractor. Certified copy of Insurance policy/Insurance Certificate. Manufacturer’s/Contractor’s guarantee certificate of Quality. Any other document as per award Progress required in ERP to release the RA bill is as follows: Approved Purchase Order should be available into the ERP system. Dispatch Instruction (DI) MICC (ERP generated report) Measurement Book (MB)

16. Project Creation Classification Team Members Additional Information MB Approval Hierarchy Project Approval Submit Project for approval It will send an notification as per DOP in Hierarchy Purchase Requisition Submit Request: WIN PA: Create PR for Labor/Turnkey Contract Purchase Order Submit Request: WIN - PO: Requisition to Blanket PO Program MPPKVVCL Project Management Flow Chart, F or RA Bill RA bill for supply and erection can be taken after MB. At This Point RA bill for supply and erection can be claim by the vendor. Dispatch Instruction (DI) MICC Measurement Book (MB) Fill MB as per work done in project and submit for approval to next level Developed & maintain under SE IT of MPPKVVCL, 2021-2022

17. Project Creation Classification Team Members Additional Information MB Approval Hierarchy Project Approval Submit Project for approval It will send an notification as per DOP in Hierarchy Purchase Requisition Submit Request: WIN PA: Create PR for Labor/Turnkey Contract Purchase Order Submit Request: WIN - PO: Requisition to Blanket PO Program MPPKVVCL Project Management Flow Chart, F or Standard Invoice ( Other Invoices) Standard Invoice At This Point Standard Invoice can be claim by the vendor. Dispatch Instruction (DI) MICC Measurement Book (MB) Fill MB as per work done in project and submit for approval to next level Purchase Release Run: Create Release for departmental project. It will create a release of PO as per MB details Invoice Create Invoice as per Release and make payment to supplier Developed & maintain under SE IT of MPPKVVCL, 2021-2022

18. Progress Of Development Status of development & integration As of today base portal and associated functionality has been developed and Integration with the ERP system is under process. Timelines of completion Integration with ERP system will take 4 weeks. Status of sharing with other Discom’s Proposal of development is discussed and explain to other Discom’s also their concerns are incorporated into the invoicing solution. Solution will be shared after 4 weeks. Development of public key interface portal will be available over internet with provided login credential.

19. Thank You…. For any query please contact to SE IT of MPPKVVCL, Indore Developed & maintain under SE IT of MPPKVVCL, 2021-2022