Government of Haryana. IFHRMIS Payment USER Manual

Transcription

1 Government of Haryana IFHRMIS Payment USER Manual

2 Document Control Document Title: OTIS User Manual for IFHRMIS Document Status: Final Abstract: This document details out the usage and describes the features of Payment Module. Document Publication History Date Author Versi on Remarks 20/02/2015 Sumit Kalia 1.0 Consolidated Document Reviewers Reviewer Remarks Karamjit Singh Level 1 Review Distribution Version Name Location NOTE to Holders: If you receive an electronic copy of this document and you print it out, you should write your name on the front cover (for document control purpose). If you receive a hard copy of this document, please, write your name on the front cover (for document control purposes). Page 1 of 83

3 Table of Contents 1. General Information Introduction System Coverage Acronyms & Abbreviations Point of Contact (s) Getting Started Using the Module Reporting... Error! Bookmark not defined. Page 2 of 83

4 1. General Information 0) Introduction The Payments Module caters to the issuance/distribution/release of money upon submission of the bills in the Treasury. The Treasury processes these bills and issues Cheques / EPS against these bills by debiting the budget under the particular budget head. 1) System Coverage The OTIS application supports the IFHRMIS Suite comprising of the following modules being used by the users of the various Departments of Haryana Government: a) Budgeting b) Receipt & Disbursement Page 3 of 83

5 2) Acronyms & Abbreviations Acronym Description NIC National Informatics Center DTA Directorate of Treasuries & Accounts IFHRMIS Integrated Finance and Human Resource Management Information System DDO Drawing and Disbursement Officer HoD Head of Department UCP Unique Code for Payee EPS Electronic Payment System DA Dearness Allowance DTO District Treasury Officer 3) Point of Contact (s) The following persons can be contacted in times of crisis: a) NIC Team b) DTA (Directorate of Treasuries & Accounts) Page 4 of 83

6 2. Getting Started The OTIS application forms a part of the overall IFHRMIS Stack and has been developed for Receipt & Disbursement related processes, which enable automated calculations and processing its deposits & disbursements of IFHRMIS Users. This application can be accessed by using link available on the website of Treasuries & Accounts Department, 3. Using the Module a) Login into OTIS application (Receipt): After Login into OTIS application (Receipt), these mentioned functions can be performed like Challan verification, upload receipt data, Edit challan Page 5 of 83

7 1.1 First option is of Challan Verification. Upon clicking this link challan verification page opens as shown in the below mentioned screen Now Enter the details like bank code, date, major head, serial no and click on the GO Button to verify the challan Page 6 of 83

8 After clicking on GO button new screen will be opened and enter GRN. Bank name, branch, DDO code Account head will automatically displayed and then click on verify button to verify to challan Next option is upload Receipt data (Bank). Upon clicking this link the upload receipt data page opens as shown in below mentioned screen Page 7 of 83

9 Now select the receipt file to be uploaded and click on upload button and Receipt data will be uploaded Next option is Edit Challan. Upon clicking on this link the Edit challan page opens as shown in the below mentioned screen Page 8 of 83

10 Now enter the details like month, year, bank code, serial no and click the GO button to Edit the Challan After clicking on GO buttons the details like bank name, tenderer, DDO code, account head etc will be displayed. User can Edit Account head details like major head, sub major head, minor head etc by clicking on EDIT button Page 9 of 83

11 1.3.2 b) Login into OTIS application (Payments): After login into OTIS application, these mentioned functions can be performed like Token Generation, EPS Generation, EPS Delivery, Account Preparation, Download AG files etc First option is of Token Entry. Here enter DDO Code and select Bill from the dropdown list. Also, you have option to enter the Bill no. by using Bar code Reader. After that, details will be displayed as shown below in screenshot. These details Page 10 of 83

12 include DDO Designation, Department etc. After that, select Messenger from dropdown list and photograph will be displayed. After that, click on Save button and Token is generated for the selected bill After Bill passing clerk Login into Bill Passing the following screen appears. Page 11 of 83

13 1.2 Page 12 of 83

14 1.2 Page 13 of 83

15 1.2.1 Upon clicking on Pending Bills button, all the Pending bills are opened as shown in screen below Now compare details on Bill Passing page with Hard copy of Bill details. Photo and Signature can be viewed by clicking on Signature and DDO Photo button if they are not showing on the page. Now click OK button to verify the bill Now after clicking on OK button the details of the payee will be displayed with total amount. And after clicking on the SAVE button the bill is verified successfully Page 14 of 83

16 1.2.2 Page 15 of 83

17 Next option is of TO Verification. Upon clicking on this link, Bill Verification page opens. On this page, No. of Pending Bills and Serial no. is shown on screen. Here enter Month and Serial No. After that following details will be opened such as DDO, Token No., Demand No., etc. There are many buttons on the screen s right side as shown in screenshot below. Page 16 of 83

18 On clicking on View WM Details button following screen opens which shows Toke No., Token Date, DDO, Amount etc. in tabular form. Page 17 of 83

19 On clicking on Pending for Passing button, all the bills, which are pending for passing, will be shown on screen of user as shown in screenshot below. Page 18 of 83

20 1.3.3 On Clicking on View Budget button, following screen opens which shows the Allocation Amount, Expenditure etc. Page 19 of 83

21 At the bottom of the Bill verification page there is Next button. Upon clicking, next record opens. Similarly, on clicking on Previous button, previous record opens Similarly, Upon clicking Details button, following page opens which shows the Unique code, Payee Name, Net amount etc. Page 20 of 83

22 On clicking on Signature button, signature will be displayed if they are not shown. If there is any mismatch in hardcopy and given bill then click on Reject button, upon clicking selected bill will be rejected. If the bill matches, click on Verify button and then Bill is sent to concerned department/section for EPS Generation but if the amount of bill exceeds the limit of Ways & Means, the bill is forwarded to the Ways & Means branch. Bill can be verified on clearance from Ways & Means after entering the token number again. In addition, in case of Urgency TO/ATO can generate EPS on clicking on Generate EPS button. Page 21 of 83

23 Next option is of EPS Generation. Below mentioned screen will open for EPS Generation. On this Page system shows Token No, Amount, RTR in tabular form. Here one can view the total amount for the generation of EPS, which will be valid until 10 days. You can take printout by clicking on Print DDO Invoice, then attaches the relevant papers and submits to TO/ATO for full signature after due verification and initials of concerned Assistant /Dealing Clerk. If want to print above record then click on Print button. If wants to see next record then click on Next button and if wants to see all the pending bills then click on Pending Bills button. At last click on Ok button to generate the EPS. Page 22 of 83

24 Next option is of EPS in Lieu of Cheque. Upon clicking on EPS in Lieu of Cheque, following screen opens. Here select any of the Payment option from these 2 options i.e. EPS for Cash or EPS for RTR/Cheque. After that, enter DDO Code and details will be opened on screen below. Then select the payment and click Ok button to generate the EPS. If wants to take a Print, then click on Print button. If want to go to next record then click on Next button. Page 23 of 83

25 Next option is of EPS Generation for Deposits. Here enter DDO Code. If any record will be available then it will be opened, otherwise blank screen will be shown with display message No Records Available as shown in screen below. 1.6 Page 24 of 83

26 1.7 Next option is of EPS Delivery. This option is used for delivery of hard copy of EPS. Upon clicking on EPS Delivery, following screen opens. On this page, User is automatically presented with current date. Here, select EPS Number and Messenger: from the dropdown list to which hardcopy of the EPS is to be delivered. After that, clicks on Save button to save the above mentioned details. Page 25 of 83

27 First option is of EPS Verification at Bank. Here select EPS No. to be verified. Then all the details are auto populated i.e. Token No., Bill Amount, Amount etc. Bank verifies the same with their record and clicks on Verify button at the bottom of the page to verify the EPS. Upon clicking, EPS pay order verified at bank successfully. 1.8 Page 26 of 83

28 1.9 Next option is of File Generation at Bank. On clicking on this link, details are auto fetched as shown in screen below. User notes down the auto generated file no. on hard copy of Pay order and click on Generate File button Upon clicking, four types of files are auto generated (i.e. ECS file, Report File, NEFT File & RTGS File). Bank representative download files and proceeds in their internal system (CBS) for payment Next option is of Payment verification at Bank. On clicking on this link, EPS Payment Verification page opens. Here select EPS Pay Order No to be verified. Upon selection, Details are auto fetched and then Bank representative re-verifies details w.r.t EPS number, Amount, DDO signature & Name of Messenger. At Last clicks on Verify Button. Page 27 of 83

29 Upon clicking, Payment Verification done successfully and for failed transactions, the pay order nos. of RTR (Draft) issued are entered Last option is of Scroll Generation at Bank. On clicking on this link, EPS Payment Scroll page opens. Here select Date for which scroll needs to be generated. Then click on Get Scroll Button or Download Excel Button as per requirement. Upon clicking, Scroll Generated successfully. If clicks on Get Scroll Button then Scroll generated and displayed on screen & if clicks on Download Excel Button then scroll generated in excel format which bank representative save/download the file on desired local. Page 28 of 83

30 Next option is of Account Preparation. Upon clicking this link, Treasury Account Preparation page opens. Here enter Voucher date as shown in the screen below and then clicks on Prepare Account button. By this account will be prepared Direct Payment through Bank Page 29 of 83

31 1.13 Enter Date and DDO code. Now select the Bill type, bank name, Department, scheme. Now Enter the amount in the table at left side according to description like office expenses, wages, publications etc. Now enter the book transfer amount in the table at right side. Click on the Add new user button to add new user EPS Cancellation Page 30 of 83

32 1.14 Enter EPS number which is to be cancelled and press tab key and EPS will be cancelled below showing the Details of EPS. Tick mark the box if we want EPS to send Back to T.O 1.15 Direct Payments Entry 1.15 Enter the Date and DDO code. Now select bill type and scheme. Enter the amount for direct payment and also enter the particulars if any and then click on the save button to save the payment. Page 31 of 83

33 1.16 Last option is of Download AG Files. Upon clicking on this link, Generate AG files page opens as shown in screen below. Here, select DTO, Month, Year, and 1 st /2 nd List from the dropdown menu. After that click on Download button to download the AG file for the selected period Page 32 of 83

34 1.17 Download Old Files 1.17 Here download old Files by Clicking on download Button and File will be downloaded Page 33 of 83

35 1.18 Reset EPS 1.18 Enter EPS number which we want to reset and then press tab key. Now Details of the EPS will be displayed like EPS date, EPS amount etc. Now Click on the Reset EPS button to Reset the EPS Change Payment Data 1.19 Enter EPS number and then press tab key. Now Details of the EPS will be displayed like EPS date, EPS amount etc. Now Click on the Change Data to Change Payment Data. Page 34 of 83

36 1.20 Check EPS Status 1.20 Enter EPS number then press tab key. Now Details of the EPS will be displayed like EPS date, EPS amount etc. And the EPS status will be shown 1.21 View EPS of failed transactions 1.21 Enter the Bank Amount number and the Amount of failed transaction. Now click on the view button to view the EPS of this Amount. Also Click Print Button to take the print out of the EPS Page 35 of 83

37 c) Masters: 1) ADD/EDIT DDO Code First option is of ADD/EDIT DDO Code. Here select Treasury, Sub-Treasury, Department and Major Head from the subsequent dropdown. Then select the radio button according to option provided. Fill below fields DDO code of Treasury, DDO Name and DDO Address. After that enter the code and click save to save the DDO. 1 2) Update DDO Details Page 36 of 83

38 For updating the DDO details, Enter the STO code and DDO code for which data needs to be updated. Now enter the DDO Address, DDO Designation, City, TAN No etc in the available fields and click on update button. This will update the DDO data. 2 3) ADD/EDIT/DISABLE Messenger Press New then enter the Messenger code to add new and provide Name and Designation in the fields and press Save. Enter the messenger the code already existing and update its fields and press save Enter the messenger code and press Disable Messenger to disable it. Page 37 of 83

39 3 4) Personal Accounts Click on New to add a new personal account database. Enter the different fields like DDO Code, Account No, Name of Depositor, Account Head from dropdown, Authority No, Authority Date, Opening Balance and Current Balance. Select the radio Button to indicate the type of fund and select status of account. Press Save to make an entry to database. The newly added account will be visible below indicating name of Depositer, Scheme, Current Balance etc Page 38 of 83

40 4 d) Relations: 1) Heads Assignment to Users Select the Bill Passing Clerk from the dropdown. Then enter the Major Head code and press enter. The Major Head and its description will be visible below. We can delete it if we want. Page 39 of 83

41 1 2) User Management To add the new user, click New then select the role of the user from the dropdown. Enter the user details: Name, Designation, User Id, Password, Id and Mobile No. Enter the security code and click create user to create the account. Page 40 of 83

42 2 3) Change Password For changing the password, select the User Id from dropdown for which password has to be changed. Enter new password and confirm new password and click Ok and the Password will be changed successfully. Page 41 of 83

43 3 e) Other tasks: 1) Manage sequence number of tokens Sequence no. of token can be managed here. Click on edit button for the particular token no and view it and update it accordingly. 1 Page 42 of 83

44 2) Disable/Enable DDO/Payee Select Department code then select DDO code attached to it. Select payees by selecting the checkbox for whom DDO has to be enabled or disable. Select the enable or disable radio button. 2 3) Assign Role of old user to new user Select the old user then select the new user from dropdown and click assign. This will assign role of old user to new user. 3 Page 43 of 83

45 4) BT Adjustment Select the date from calendar. Select the Token No. and press enter to display. 4 5) Prepare NPS upload Select the range of date by selecting from date and to date. Enter the ST Code then click Get NPS Excel to generate and download the excel sheet or click on Get NPS Text to display the report below on same page. 5 Page 44 of 83

46 6) Check Bill Status Enter the Bill no and press enter. Bill status will be displayed indicating scheme, net amount etc 6 7) Download 24G File Enter STO Code, select From Date and select To Date. Click generate excel file to download the excel file containing the details or click on Generate Text File to display the details below. 7 8) Set New Month Click on Set New Month to set new month. Page 45 of 83

47 8 9) Check EPS status Enter the EPS No and press tab key. EPS status will be displayed below. 9 10) Disable User Select the User from dropdown. Click on Disable User and user will be disabled. Page 46 of 83

48 10 11) Exclude PRAN from NPS file Enter PRAN, Date From, Date To and click on Find Button. PRAM will be excluded from the NPS file. 11 Page 47 of 83

49 4. Reports 1) Token Register 1 2 Page 48 of 83

50 1. Select the From Date and To Date and click on Get Report Button and the report gets displayed 2. The report will be displayed 2) BT Register 1 2 Page 49 of 83

51 1. Enter Sub Treasury code. Enter the date From and To And BT Register Report will be displayed 2. BT Register Report will be displayed according to major head etc. 3) BT Summary 1 2 Page 50 of 83

52 1. Enter the Sub Treasury code. Now the select the From and To Date and Click on the Get Report button 2. The Report gets Displayed and Total Amount of BT will be shown according to their Major Head, Minor Head etc 4) TA3 Expenditure 1 2 Page 51 of 83

53 1. Enter the STO code. Now enter the Major Head From and Major Head To. Now enter the voucher Date From and Voucher Date To and then click on the Get Report button. 2. The Report gets Displayed showing TA3 expenditure 5) TA3 Minor Expenditure 1 Page 52 of 83

54 2 1. Enter the STO code. Now enter the Major Head From and Major Head To. Now enter the voucher Date From and Voucher Date To and then click on the Get Report button. 2. The Report gets Displayed showing TA3 Minor expenditure according to the voucher date 6) TA3 GPF Expenditure Page 53 of 83

55 1 2 Page 54 of 83

56 1. Enter the STO code. Now enter the voucher Date From and voucher Date To. And click on the Get Report Button 2. The Report will get Displayed showing TA3 GPF Expenditure of the payees 7) List of Payment 1 2 Page 55 of 83

57 1. Enter the voucher Date From and voucher Date To inbetween which we want the list of payments 2. The Report will gets Displayed showing list of payments Major Head wise 8) Bill Status 1 1. Enter the DDO and Month and then click on the Get Report Button Page 56 of 83

58 2 2. The Report on Bill Status will be Displayed 9) Account Statement 1 Page 57 of 83

59 2 1. Enter the date. Now enter the Treasury and Bank name whose statement has to be taken 2. No the Account Statement gets Displayed according the EPS NO, EPS Date, Token No etc 10) Budget Availability 1 Page 58 of 83

60 2 1. Enter DDO and also enter the Financial year. Now Click on the Get Report Button 2. Now the Budget Availability Report gets Displayed and tells the balance amount according to Object code description 11) EPS Print 1 Page 59 of 83

61 2 1. Select EPS No or Invoice No by selecting the radio button. If we have selected EPS No then at the box below enter the EPS no and If we have selected Invoice No then enter the Invoice No in the box 2. Now the Report gets Displayed EPS no and Invoice No and Total payment 12) Bank Scroll 1 Page 60 of 83

62 2 1. Enter the Date. Now Enter the treasury and bank name whose Scroll has to be generated and click on the generate scroll 2. The EPS bank scroll gets generated according to EPS No, Major Head etc and also generate transaction failure report below Page 61 of 83

63 13) BT Register II 1 2 Page 62 of 83

64 1. Enter the Sub Treasury code and BT code. Now enter the Date From and To in between which BT Register Report has to be created. Now click on the Get Report Button 2. BT Register Report gets generated indicating major head totals. 14) TDS statement 1 1. Select salary or others by selecting one of the radio button. Enter the STO code and DDO code. Now select the Date and click on the Get Report Button to get the TDS statement Page 63 of 83

65 2 2. The TDS statement Report gets displayed indicating the DDO totals Page 64 of 83

66 15) TA3 Minor Expenditure DDO Select DDO and Sub-Treasury code. Enter the major head and select the date. Now click on the Get Report Button. 2. The TA3 minor Expenditure report gets Displayed Page 65 of 83

67 16) RD/CD Register 1 2 Page 66 of 83

68 1. Enter Sub-Treasury code and enter the voucher date and click on the Get Report button 2. The RD/CD Report gets generated indicating the payee name, net amount etc 17) Object Wise Bills Passed 1 2 Page 67 of 83

69 1. Enter the object code for the DDO and Paid Date From and Date To and click on Get report button. 2. Object wise report gets generated indicating object code and sub-object code. 18) Daily Expenditure 1 Page 68 of 83

70 2 1. Enter the Sub-Treasury Code, Major Head From and To and Voucher date From and click on Get Report. 2. The daily expenditure report gets generated. Page 69 of 83

71 19) Major Head Total Enter the From Date, To Date and STO Code and click on Generate Report. 2. Major total Head report gets generated with Net Amount and BT Amount. Page 70 of 83

72 20) Payments made to a Payee Enter the payee code and click on Get List. 2. Reports gets generated which shows the payment which has to be made to payee. Page 71 of 83

73 21) Advance Bills Report Enter the DDO Code and click on Get Report. 2. Advance bills report gets displayed. 22) Pension Summary 1 Page 72 of 83

74 2 1. Enter the Voucher Date From and Voucher Date To and click on Get Report. 2. Pension summary report gets generated. 23) Bill Passing Register 1 Page 73 of 83

75 2 1. Enter the Date From and Date To and click on Get Report. 2. We can see the bill passing register report with all the details. Page 74 of 83

76 24) List of EPS Generated Enter the Date From and Date To and click on Get Report. 2. EPS report gets generated. Page 75 of 83

77 25) NPS Register Enter the Voucher Date From and Voucher Date To and click on Get Report. 2. NPS list is generated. Page 76 of 83

78 26) PLA Register Enter the Month and Year and click on Get Report 2. PLA Register gets displayed with DDO Name, Account Name and Account No. Page 77 of 83

79 27) NPS Detail Report Select the Treasury from dropdown and enter the Voucher Date From and Voucher Date To and click on Get Report. 2. NPS Detail Report gets generated. Page 78 of 83

80 28) PLA Account Report Enter the Financial Year and Account No. and click on Get Report. 2. PLA (Personal Ledger Account) Report gets generated. 29) NPS Details Treasury wise 1 Page 79 of 83

81 2 1. Select the Treasury from dropdown and enter the month and year and click on Get Report. 2. Treasury wise NPS details get displayed. 30) PLA Plus and Minus Statement 1 Page 80 of 83

82 2 1. Enter the month and year and click on Get Report. 2. PLA Plus and Minus Statement gets generated. Page 81 of 83

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