iFMS-Odisha

e-Disbursement of Government Claims

(Treasury Drawl)

Version 1.0

Operational
and Training
Manual
 Operation and Training Manual
e-Disbursement of Government Claims (Treasury Drawl)

February, 2014

Copy No: 1 of 1

CMC - ER
CMC Limited
28 Camac Street

Kolkata 700016
 CAUTION

This document is released by the SI - ER Software Development Group of CMC Limited.

The information contained in this document is confidential and no part of this

document may be reproduced, stored in a retrieval system or transmitted in any form
or by any means, electronic, mechanical, photocopying, recording or otherwise,
without the prior written consent of CMC Limited.

ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:

The Project Manager

iFMS - Odisha Project

CMC Ltd.

28 Camac Street

Kolkata 700016

Document Control:

Document No. iFMS_Odisha_Operation_Training_Manual_

e-Disbursement

Version No. 1.0

Prepared By CMC Limited, iFMS Project Team

Release Date 03/03/2014

Effective Date 03/03/2014

Template Version
 Revision Control Information

File Name : iFMS_Odisha_O&TM_e-Disbursement_06

File Creation Date : 03/03/2014

Author(s) : iFMS Project Team

Approvers : Rupjit Roy

Sr. Section Nature of Amendment Document Document Remarks

No. Number Version Release
No. Date

1. N.A. First version 1.0 03/03/2014

 Table of Contents
1 EXECUTIVE SUMMARY ...................................................................................................................... 6

E-DISBURSEMENT ......................................................................... ERROR! BOOKMARK NOT DEFINED.

2 STAKEHOLDER WISE ACTIVITIES: .................................................................................................. 6

3 DDO INFORMATION UPDATE: ........................................................................................................... 9

3.1 BENEFICIARY MASTER PREPARATION...............................................................................10

3.2 BENEFICIARY MASTER MODIFICATION.............................................................................11

3.3 BILL WISE REFERENCE NUMBER GENERATION.................................................................12

3.4 BILL WISE BENEFICIARY LIST PREPARATION.....................................................................12

3.5 COPY BENEFICIARIES FROM PREVIOUS BILL.....................................................................14

3.6 OFFLINE BENEFICIARY LIST PREPARATION........................................................................15

3.7 BILL MODIFICATION BEFORE SUBMIT TO TREASURY........................................................16

3.8 GPF SCHEDULE ENTRY.......................................................................................................18

3.9 BILL SUBMISSION TO TREASURY.......................................................................................19

4 TREASURY ACTIVITIES: ................................................... ERROR! BOOKMARK NOT DEFINED.20

5 CEPC ACTIVITY ................................................................................................................................. 21

6 RBI ACTIVITY. .................................................................................................................................... 22

 e-Disbursement

1 Executive summary

e-Disbursement
e-Disbursement module will deal with direct payment of Government claims (Both Treasury
Drawls & Cheque Drawls) to beneficiaries’ bank account such as government servants,
pensioners, suppliers, contractors etc. through electronic media. Treasuries and Divisions will
approve the treasury drawl and cheque drawl bills respectively for generation of electronic
advice from centrally for all the treasuries and divisions by the Central Electronic Payment
Processing Centre (CePC). Every day, after a pre-defined cut off time, CePC will generate a
single e-advice in CBS format for all treasuries and divisions and will send it to RBI for Regional
ECS payment. After payment, RBI sends back the electronic scroll, both payment and receipt, to
central location, CePC, for accounting of all the treasuries and divisions

2 Stakeholder wise Activities:

DDO:

 Login into iFMS application enter own information like Current Bank A/C No.,
Mobile No, e-mail etc.
 Prepare Beneficiary master.
 Prepare Beneficiary list and generate unique Reference ID.
 Modify Bill wise Beneficiary list (through Reference Id) before submission to
Treasury.
 Submit the bill in Treasury.
 Modify the Account No and IFSC code in case of failed transaction.

Treasury:

 Receives the bill through Reference Id and generate Token No.

 Process the bill.
 Issue pay order in the system.
 Generate local advice.
 Generate Refund bill for failed transaction.
CePC:

 Generate ECS File and Mandate centrally for all Treasuries.

 Upload the Mandate in RBI portal.
 Download and Import e-scroll.
 Generate Challan for failed transaction.

RBI:

 Download the ECS and make payment directly to the beneficiary account.
 Send e-scroll in XML format.
3 DDO Login to the System for entering Personal Information:

Figure 1 : URL on Address Bar

Step 1 [DDO]:

Step Activities
1.1 Type the following URL in the address bar of internet browser to Login the ‘Accounts Correction’
module in iFMS-Odisha System (as shown in Figure-1) “http://172.30.40.31:7001/webbill”

Figure 2 : iFMS Odisha application Login screen

Step 2 [DDO]:

Step Activities
2.1 Press <Enter> key of keyboard. It will bring the Login page shown in Figure 2
 Figure 3: iFMS Odisha application Login screen

Step 3 [DDO]: Login to the System

Step Activities
3.1 Refer Figure 3, enter your login ID
3.2 Enter your Password
3.3 Select the desired Financial year from the drop down list
3.4 Click on “Login” button. On successful login leads you to Menu navigation on the left panel of
iFMS-Odisha application as shown in Figure 3.1
3.5 Click on the “+” symbol of DDO Inbox to expands the navigation menu on the left panel.

Figure 3.1: iFMS Odisha application Menu

 Figure 4: DDO Information Update

Step 4 [DDO]: DDO Information Update

Step Activity
4.1 Click ‘AdministrationDDO Info Update’ link. The form shown in Right Panel will come.
4.2 Click Modify button to update the required information.
4.3 Enter Land Line Number.
4.4 Enter Mobile Number of DDO.
4.5 Enter e-mail Id.
4.6 Select Account Type (Current/Savings) from the drop down list.
4.7 Enter Core Banking Account Number.
4.8 Enter IFSC code.
4.9 Bank Branch and MICR will be auto displayed.
4.10 Click Active check box.
4.11 Click on Save button.

Figure 5: Beneficiary Master Preparation

Step 5 [DDO]: Beneficiary Master Preparation

Step Activities
5.1 Enter Bank Account No.
5.2 Enter IFSC code.
5.3 MICR No will be auto populated.
5.4 Select Account Type (Current/Savings) from the drop down list.
5.5 Enter Name of the beneficiary.
5.6 Select Employee (Employee/Vendor) from the drop down list.
5.7 Enter Address.
5.8 Enter e-mail Id.
5.9 Select Employee Type (GPF/TPF/NPS/MLA, Honorable Minister, Others) from the drop down
list.
5.10 Enter GPF Series.
5.11 Enter GPF Account No.
5.12 Enter PRAN No.
5.13 Click on Save.

Figure 6: Beneficiary Master Modification

Step6 [DDO]: Beneficiary Master Modification

Step Activities
6.1 Click ‘Master Maintenance Beneficiary Master’ link. The form shown in Right Panel will
come.
6.2 Enter the Account No/ Name of the beneficiary on Search field.
6.3 Click on corresponding Edit icon of the particular row.
6.4 Click on Active check box (uncheck) in the case of Account No & IFSC Code modification.
6.5 Modify the other information if required.
6.6 Click on Save button.
 Figure 7: Bill Wise Reference No Generation

Step7 [DDO]: Bill Wise Reference No Generation

Step Activities
7.1 Click ‘Scheduler Beneficiary List’ link. The form shown in Right Panel will come.
7.2 Click on Insert button.
7.3 Enter Bill No & Date.
7.4 Enter Bill Gross & Net Amount.
7.5 Click on Save button.
7.6 Reference No will be generated.

Figure 8: Bill Wise Beneficiary List Preparation

Step 8 [DDO]: Bill Wise Beneficiary List Preparation

Step Activities
8.1 Enter Amount against the DDO’s Current Account (If a bill having any amount to transfer DDO’s
Current Account.)
8.2 Click on Beneficiary List button if the bill having beneficiaries other than the DDO’s Current
Account. The following page will display.

Figure 9: Bill Wise Beneficiary List Preparation

Step 9 [DDO]: Bill Wise Beneficiary List Preparation

Step Activities
9.1 Enter Bank Account No and press tab.
9.2 Enter Amount of the beneficiary.
9.3 Click on Save button.
 Figure 10: Copy Beneficiaries from previous bill

Step 10 [DDO]: Copy Beneficiaries from previous bill

Step Activities
10.1 Click on “Copy from Previous Bill” check box.
10.2 Select Financial Year from the drop down list.
10.3 Enter Previous bill Reference No / Select from LOV.
10.4 Click on Search button. All the beneficiaries of the given Reference will be displayed.
10.5 Enter Amount against the beneficiary’s Account No.
10.6 Click on Save button.
 Figure 11: Offline Beneficiary List Preparation

Step 11 [DDO]: Offline Beneficiary List Preparation

Step Activities
11.1 Click on Import button.
 Figure 12: Uploading of Beneficiary List (Excel Sheet)

Step 12 [DDO]: Offline Beneficiary list Preparation

Step Activities
12.1 Click Browse button. The hard drive of the local computer will open.
12.2 Double click on the desire excel file.
13.3 Click on Import button. The file will be imported successfully.

Figure 13: Beneficiary List Modification before submit to Treasury

Step 13 [DDO]: Beneficiary List Modification before submit to Treasury

Step Activities
13.1 Click “Scheduler  Beneficiary List” link. The form shown in right panel will come.
13.2 Enter Reference No of the bill / Select from LOV.
13.3 Click on Search button.
13.4 Bill No, Bill Date, Gross Amt & Net Amount can be modified here.
13.5 Click on Beneficiary list for modifying Beneficiaries against the bill.

Figure 14: Beneficiary List Modification

Step14 [DDO]: Beneficiary List Modification

Step Activities
14.1 Click on corresponding Delete icon of the beneficiary to delete the beneficiary from the bill.
14.2 Click on corresponding Edit icon of the beneficiary to modify the Amount against the
beneficiary.
14.3 Click on Update button.
 Figure 15: GPF Schedule Entry

Step15 [DDO]: Bill wise GPF Schedule Entry

Step Activities
15.1 Click on GPF Schedule Entry link. Schedule Entry page will be displayed.

Figure 16: GPF Schedule Entry.

Step16 [DDO]: GPF Schedule Entry

Step Activities
16.1 Enter Salary Month & Year.
16.2 Enter By Transfer Amount. (Amount towards GPF/TPF/NPS/AIS)
16.3 Enter GPF Series.
16.4 Enter GPF Account No.
16.5 Name, Date of Birth, Date of Superannuation, Basic & GP will be displayed.
16.6 Enter Subscription Amount.
16.7 Select Contribution Type (Regular/Recovery/Arrear) from the drop down list.
16.8 Select Subscription Month from the drop down list.
16.9 Enter Year.
16.10 Enter Current Installment No (In the case of Recovery)
16.11 Enter Total Installment (In the case of Recovery)
16.12 Click on Save button.

Figure 17: Bill Submission to Treasury

Step 17 [DDO]: Bill Submission to Treasury

Step Activities
17.1 Click on Submit button to submit the bill to Treasury.
17.2 Click on Print button to take print out of the beneficiary details.

4 Treasury:

Front Desk clerk will receive the bill through Reference No. A System Generated Token No will be
generated for further processing. After passing of bill by Dealing Clerk and Accountant Pay Order will be
generated by the Treasury Officer in ECS mode. Finally Local Advice will be generated by Treasury.
 Figure 1: Bill Receive Form.

Figure 2: Pay order Approval at Treasury.

Figure 3: Local Advice Generation at Treasury.

 Figure 4: Local Advice Report.

5. CePC

After Local Advice Generation by the respective Treasuries and Divisional Offices, every day after a pre-
defined cut off time, CePC will generate the central e-advice in RBI prescribed ECS format for all
approved bills of both treasury drawl and cheque drawl bills. A single advice will be generated for all
treasuries and division offices.

Figure 1: Local Advice Report.

Step: 1[CePC]

Step Activities
1.1 Click on “eDisbursement  PaymentAdvice Generation” link. The form shown in
right panel will come.
1.2 Click on Generate button. ECS file will generate successfully.

Figure 2: Local Advice Report.

Step: 2[CePC]

Step Activities
2.1 Click on mandate file for downloading the Mandate. Save and take a print out.

6. RBI

Figure 1: Payment Scroll Upload by RBI.

Step Activities
1.1 Click on “eDisbursement  Payment” link. Payment Scroll upload file page will come.
1.2 Click on File Type “Payment” radio button.
1.3 Enter Process Date / (Select from Calendar).
1.4 Click Browse button. The hard drive of the local computer will open.
1.5 Double click on the desire excel file.
1.6 Click on Upload button. The file will be uploaded successfully.

7. [CePC]: Scroll Import & Auto Accounting

Figure 1: Payment Scroll Import & Auto Accounting.

Step Activities
1.1 Enter Process Date (Scroll Date)
1.2 Click on Import button. File will be imported Successfully and Automatic accounting will be
accomplished.
8. [DDO] Beneficiary wise status Report

Figure 1: Beneficiary wise Status Report.

Step: 1[DDO]

Step Activities
1.1 Click on “Scheduler  Report Beneficiary Wise Status” link. The form shown in Fig-1 will
come.
1.2 Select Financial Year from the drop down list.
1.3 Select Payment Status “Failure” from the drop down list.
1.4 Enter Reference No of the bill in From Ref No.
1.5 Enter Same Reference No in To Ref No.
1.6 Click on Search button. All the failed beneficiaries of the bill will be displayed.
 Figure 2: Modify Failed Transaction.

Step: 2[DDO] Modify Failed Transaction

Step Activities
2.1 Click on “Scheduler  Modify Failed Transaction” link. The form shown in Fig-32 will come.
2.2 Click on the Number under “To be settled” link. The form shown in Fig-33 will come.

Figure 3: Modify Failed Transaction.

Step: 3[DDO]

Step Activities
3.1 Enter correct Account No in the place of wrong Account No and press tab. The correct
Account details will be populated with status ‘Y’.
3.2 Click on Corrected check box if the displayed Account details are correct.
3.3 Click on Save button.

8. [Treasury] Refund Bill Generation at Treasury

Figure 1: Refund Bill Generation at Treasury.

Step Activities
1.1 Click on “Payment  Back Office  Bill  Refund Bill Generation” link. The page shown in
the Fig-34 will come.
1.2 Click on Show Details link to print out the details.
1.3 Click on Generate button (If Number of Beneficiary > 0)
1.4 Again click on Show Details link to print out the Reference No.