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Stage-I Transport Bill Processing SOP

The document outlines the Standard Operating Procedure for Stage-I Transportation Bill Processing and Payment under the APSCSCL Paperless Finance System, which consists of four main stages: bill submission, district-level processing, head office processing, and bank communication for payment. It details the steps involved in each stage, including the roles of various personnel and the use of digital signatures for verification. The process ensures that payments are efficiently processed and communicated to the bank for disbursement.

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20 views3 pages

Stage-I Transport Bill Processing SOP

The document outlines the Standard Operating Procedure for Stage-I Transportation Bill Processing and Payment under the APSCSCL Paperless Finance System, which consists of four main stages: bill submission, district-level processing, head office processing, and bank communication for payment. It details the steps involved in each stage, including the roles of various personnel and the use of digital signatures for verification. The process ensures that payments are efficiently processed and communicated to the bank for disbursement.

Uploaded by

siva5163sankar
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Standard Operating Procedure (SOP)

Stage-I Transportation Bill Processing &


Payment
APSCSCL – Paperless Finance System

Overview
The flow of bill processing and payment to beneficiaries under the Paperless
Finance System is structured in four main stages:

1. Bill Submission from Vendor Login


2. Bill Processing at District Level
3. Bill Processing at Head Office Level
4. Bank Communication for Payment

These processes are mandatory for all Stage-I Transportation payments.

1. Bill Submission from Vendor Login


Steps:

 Contractor logs into TCS e-Accounts website using authorized


credentials.
 Navigates to: Payments → Stage-I Transport Payment Tab.
 The system auto-generates the Stage-I Bill based on:
o Online quantities from NIC integration
o HO-approved Stage-I rates
o JC-approved distances (district-wise)
 Options provided:
o Within District: Select month → Get Details
o Other District: Select source & destination districts
 Contractor verifies:
o Bank account details
o Approved Stage-I rates
o Truck chit-wise quantities
 If details are accurate:
o Submit the bill using Digital Signature Certificate (DSC)
o A Unique Reference Number is generated
 If discrepancies exist:
o Raise query to HO (for SOR/rates) or District (for distances)
2. Bill Processing at District Level
a. Accountant Login

 Path: Transactions → Cash Book → Expenditure → Vendor Module


 Verifies: Online quantities, Stage-I rates, distances
 Inputs:
o Voucher date, Supplier invoice details
o Narration, Bank details
o Accounting entries and deductions
 Uses DSC to Save & Forward or Send Back if discrepancies exist

b. AM (Accounts) Login

 Path: Work List → Cash Book → Expenditure → Vendor Module


 Verifies same as accountant plus:
o Supporting documents
 Uses DSC to Save & Forward or Send Back if needed

c. District Pre-Auditor Login

 Path: My Work List → Advance/Expenditure → Vendor Module


 Performs pre-audit of all data and supporting docs
 Uses DSC to Save & Forward or Send Back

d. DCSM Login

 Path: Work List → Advance/Expenditure → Vendor Module


 Final verification at district level
 Uploads:
o JC Note File
o Proceedings for payment
o UO Note/Pass Order
 Uses DSC to Save & Forward or Send Back

3. Bill Processing at Head Office Level


a. HO Pre-Auditor Login

 Path: My Work List → Voucher Approval → Expenditure


 Performs audit including uploaded JC Note, Proceedings, UO Note
 Uses DSC to Save & Forward or Send Back
b. HO AM (Accounts) Login

 Path: My Work List → Voucher Approval → Expenditure


 Can create batch for multiple bills
 Uses DSC to Save & Forward or Send Back

c. Manager (Finance) Login

 Same process as HO AM (Accounts)


 Uses DSC to Save & Forward or Send Back

4. Bank Communication for Payment


Automatic Process:

 Upon final approval by VC & MD, payment details are auto-prepared.


 Bills appear in the Stage-I Payment Window.
 Bank text file generated in approved format and:
o Uploaded to bank server via API
o Sent to bank via automatic email
 Bank UTRs and payment status are updated and pushed back to TCS
system via API.

*****

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