Introduction to e-Billing Module in respect of Works Bills of Public Works / Forests Division

For making any payment for a New or Existing Project (Plan / Non Plan) steps to be followed are :

Step-1
a) Create a Project _ID.
b) Approve the Project.
c) Mapping / Attaching “Head of Accounts” with the Project (More than one HOA may be attached with a single
Project if required).
d) Attach Contractor/ Agency with the Project (More than one Agency may be attached with a single
Project if required).

Note : Creating Project _ID. and Approving the Project is for the first time only and need not to execute for
subsequent R/A Bills payment for a particular Project.

Step-2

Next step is Bill Entry for generating Bill Form-70/70B/70C , Corresponding schedules like Sec. Dep schedule (TR-7 ),
Income Tax(TR-10), Sales Tax(TR12A), Revenue(TR-7) etc.) and Beneficiary List for the Project.

Step -3

Next step is taking Print out of the Bill Form-70/70B/70C , Corresponding schedules (like Sec. Dep schedule (TR-7 ),
Income Tax(TR-10), Sales Tax(TR12A), Revenue(TR-7) etc.) and Beneficiary List generated in step-2 for hard copy
submission to PAO / Treasury.

Step – 4

Last step is Online Submission to PAO / Treasury.

Project Master Menu:

Step-1
a) Create a Project _ID.

First Operator/Approver will enter Project details by clicking Entry Submenu

Master Maintenance -> Project Master -> Entry/Modify. ( Shown in the Red Box above)

Figure 1

Click on Insert to enter Project details. Already entered project is shown accordingly in the above picture ( Figure-1).
This will Open the Project Master Edit Screen(Figure 2) below.

Figure 2

Choose New Project or Existing Project and Plan or Non-Plan and click Enter to Open the Screen (Fig-3) below.

Existing Project: Projects which are started before E-Billing rollout. i.e. the Projects for which at least one bill is
drawn in the shape of Mobilization Advance, Other Advance, R/A Bill , Material issued or Any type of Expenditure
booked for the Project before initiating a bill through E-billing.
New Project: Projects which will start after E-Billing rollout. i.e. the Projects for which first bill to be drawn or Any
Expenditure (Mobilization Advance, Other Advance etc.) to be booked through E-Billing after E-Billing rollout.

Example: If the project lies under Existing Project (Plan or Non-Plan) category then choose Existing Project and (Plan
or Non-Plan) and click on Enter. Screen for Existing Project shown in Fig 3 .

Figure -3 (Existing Project Screen)

Example: If the Project lies under New Project (Plan or Non-Plan) category then choose New Project and (Plan or
Non-Plan) and click on Enter. Figure 4 showing screen for New Project.

Figure 4 (New Project Screen)

Enter data which one is applicable for the Project and click Save button. The Project will be saved with a Project_Id.

Please keep in mind that :

I) Normal – New – Plan: Administrative Approval No., date and amount is mandatory.
II) Normal – New – Non-plan: Only Approved amount is mandatory.
III) Normal – Existing – Plan: Administrative Approval No., date and amount is mandatory, other than the Total
Value of work done and Payment Already Made and Last RA Bill No. and date is mandatory.
IV) Normal – Existing – Non-Plan: Approved amount is mandatory. Other than that Total Value of work done
and Payment Already Made and Last RA Bill No. and date is mandatory.

Note: Payment Already Made = Total value of Work done (a) – ( Total Cost of material recovered (b) + Total
Mobilisation advance recovered (c) + Total other advance recovered(d) ).
 b) Project Approval:

All projects (New or Existing) entered and saved need to be approved by the Approver through his login.

Master maintenance -> Project Master -> Approve.

The list ( Figure 5) will show only un-approved projects having Approve Status as “N”

Figure 5
Click on Approve icon to approve the Project. The screen (Figure 6) showing the details of Project already entered
will appear.

Figure 6
For Project Approval, Tick the Approved check box and click Save.

c) Mapping Head of Account with respective Project. (Figure 7)

Master Maintenance -> Project Master -> Project HOA Mapping
 Figure 7
Select Project from LOV and click on Search. This will open the Head of Accounts screen (Figure 8)

* Active flag
Figure 8
Select Head of Account from the respective LOV. User can add multiple Head of Account for a single project by
clicking Add Row. Project Head can be made inactive by removing Active flag * if necessary. Click Save to complete
Mapping
d) Attaching Contractor / Agency with the Project:
e-Billing ->Master Maintenance -> Contractor Master

Select the Contractor Master submenu under Master Maintenance to open the Contractor Search Screen(Fig 9)

Figure 9
To attach contractor with the Project, user should click on Insert button . This will open the Contractor Master and
the Contractor Project Master Screen (Fig 10)

Figure 10
Enter contractor’s name in the Contractor Master (Typing first few letters of the Contractor’s name will show the list
of Contractors exists in the Approved beneficiary list).

*Note: Contractor name must exist in the Approved beneficiary list.

Choose Project from LOV of the Project ID in the Contractor Project Master Screen. User can attach a single
contractor with multiple projects by clicking Add Row button. Click Save after entering all details to complete the
process.

Step-2 ( For Generating Bill Form and relevant Schedules)

Bill Entry: e-Billing-> Bill -> Entry
Selecting Bill Entry submenu will open the Bill Details Screen (Fig 11)

Figure 11

Choose Non Employee & Choose Bill Type TR-70 from LOV.
Choose Payment Type: i) Cheque ( for Drawing A/C payee Cheque) ii) ECS/NEFT ( For making Online payment to
beneficiary Bank A/c) iii) Both (in case where both Online payment and drawal of A/c Payee cheque is necessary)
iv) Nil for adjustment Bills.

Enter mandatory fields i.e Bill No & Date , Head of Accounts # , Department Code #, Gross Amount & Net Amount.
Sanction No & date , Sanction Amount, Sanctioned by are optional fields.
(# to be selected by clicking LOV )
Note: 1) Gross Amount = Payment due in this bill – Recoveries made (Mobilisation advance, Other advance, Cost of
material etc.) chargeable to this work .
2) With the entry of HOA & Gross Amount the Allotment Received, Allotment Available at DDO end &
Allotment available at PAO/Treasury end will appear in the Sub Detailed Head Details (Fig 11).
After entering the details Click Save to save the details and Screen.
Click TR 70 Button in the next screen to open screen as in (Fig 12)
 Figure 12
Select type of Payment to be made among Mobilisation Advance(Fig 13), Account of Work( for R/A Bill Payment
Fig 14 ), Account of material purchase/Contingency (for procurement of materials / contingent expenditure for the
Project, Fig 15 )or Other Advance(For Adinterim Payment Fig 16 ). Only one type of Payment may be selected at a
time.
Choose Project name from the LOV. Click on Project Details button. It will populate all the data from Project master
and Contractor master related to that project. Next screen will open depending upon the Type of Payment selected
as shown below.

Mobilisation Advance: Figure 13 shows the screen for Mobilization Advance

Figure 13
Enter Claim amount and Purpose. Claim amount should be equal with Gross amount entered in the bill details form
(first form). Click on Save and then Back Button to go to the next screen.
Account of Work: Figure14 shows the screen when Accounts of Work is Chosen.

Figure 14
Enter Work done upto date. It will automatically calculate Payment due in this bill based on the data entered in the
Project master.
Enter
1) Mobilisation advance adjusted in this bill (if applicable).
2) Cost of material adjusted in this bill (if applicable).
3) Payment withheld in this bill (if applicable).

4) Payment withheld upto last bill settled in this bill (if applicable)
5) Value of old stock recovered (if applicable).
Payment to be made will be automatically calculated from Payment due in this bill and amount charged in this bill.
Payment to be made should be equal with gross amount entered in the bill details form (first form). Click on Save
and then Back Button to go to the next screen.

Account of material purchase/Contingency:

Figure 15
Enter Order no. and Date and amount of material purchased. User can add multiple order details by clicking the Add
Row.
Enter contingency charged in this bill (if applicable).
Payment to be made = Contingency charged in this bill + Total material purchased amount.
Payment to be made should be equal with Gross Amount entered in the bill details form (first form).
Other Advance: For making Adinterim payment.

Figure 16
Enter Claim amount and Purpose. Claim amount should be equal with Gross Amount entered in the bill details form
(first form). Click on Save. This will complete the Bill generation process.

PL Detail and BT Detail: In this stage schedules for various By Transfer Amounts, if exists ,will be generated.
PL Detail and BT Detail button will appear if By Transfer amount exists in the form.

Figure 17
Select PL Detail -> for Security Deposit & BT Details -> for other Recovery like Income Tax, Sales Tax, Revenue etc.
PL Transfer: Click on PL Detail button in the Bill Details form to open PL Transfer Screen (Fig 18).
 Figure 18
Choose Operator and Scheme from the respective LOV. Enter Received Amount. Click on Save and then click Back
For By Transfer select BT Details in the Bill Details Screen to open By Transfer Details Screen (Fig 19).

Figure 19
Enter the BT Heads as applicable and the corresponding amounts . Click Save and then Back.
Total BT amount shown in the Bill Details screen(Fig 17) should be equal to Total amount entered in PL transfer
screen (Fig 18) + Total amount entered in By transfer screen (Fig 19).

Creating Beneficiary List : To create the Beneficiary List Click ECS/NEFT Tab in the Bill Details Screen(Fig 17)

Enter the Beneficiary Name and

Amount Only (Fig 20). Other
Details will automatically appear.
Click Save and then Back
Note :
1)Total Beneficiary Amount will be
equal to Net Amount of the Bill.
2) Name of Beneficiary must exists in
the Approved Beneficiary List.

Figure 20
Step 3 ( Print out of Bill Forms and Schedules)
Select e=Billing -> Bill -> Print (Bill Print Screen in Fig 21 will open)

Figure 21
Select Bill Type (TR 70) and Reference No from LOV . Click Bill Print and Beneficiary List one by one to print the Bill form and
Beneficiary list respectively.
For Printing BT Schedules, if exists , select the required schedule type(10,12A etc..) from LOV and click Schedule Details

Step 4 ( Bill Submission to PAO/ Treasury)

Select Submit Tab in the Bill Details Screen ( Fig 17) to submit the Bill to treasury.
Note : Digital Signature Required for Bill Submission.