Vendor Bill Tracking System.

Note: Email triggered can be configured depending on the requirement.

Step : 1 Vendor Enters Invoice Details. (Email sent to Vendor intimating Unique Tracking Number.)

Step 2: PowerGrid Employee acknowledge the receipt of hard copy of invoice. (Email sent to Vendor Hard Copy Received.)

Step 3: Invoice Processing by Site / Finance & Payment Made.(An Email will be triggered to vendor with all details.)

INVOICE OK ? ?YES/NO

YES NO

Step 4: Invoice returned to the vendor in the system.(An Email will be triggered to vendor with returned remarks.)

Step 5: vendor Resubmit the details.

Steps to be Performed by VendorStep 1: Vendor has to Login with URL (https://vendor.powergrid.in/) the system with shared credentials(USER NAME and PASSWORD) by PGCIL employee

Step 2: Vendor Enters the details Related to his invoice along with the EMPLOYEE No(This is important as the bill will appear in this employee login only) of the person who will post the bill in SAP and clicks on Save Details Button.

Step 3: A Unique 16 digit number will be generated and an email will be sent to the vendor intimating successful generation of Unique 16 digit tracking number which should be used in all future communication by the vendor.

Sample Copy of Email that will be received by the vendor is as below.

Vendor can see all the bills returned by Pgcil Employee (Either by Site Engineer / Finance).

Vendor can see the reason of rejection and resubmit again to the PGCIL by clicking on the resubmit the bills button.

Steps Performed by POWERGRID Employee.As a Site Engineer:

Steps 1: Employee will login in ESS (http://employee.powergrid.in/) and he can see the bills submitted against his employee-id by vendor, on receiving of physical hard copy he may approve (Accept) or Reject the bills.

Once he accept the bill by selecting the row against it and click on “BILLS RECEIVED” button it will move from the “BILLS SUBMITTED” to “BILLS RECEIVED BY ME” Section.

If PGCIL employee (site engineer) feels that hard copy submitted by the vendor has insufficient documents for any reason then he may return the bill by clicking on “submit and Return ” button after filling up the necessary remarks.

After this acknowledgement, Officers concerned will process the invoice in SAP and forward the same to Finance for further processing / payment.

Powergrid employee will receive the hard copy and accept the bill under the link in ESS Portal->Vendor bill tracking-Site Engg.

After receiving the bill , Powergrid Employee who is doing the MIR7 transaction in SAP, has to enter the system generated 16 digit unique number against the bill submitted by the vendor in the portal ,in the reference number field in the MIR7 screen before parking the bill . This will create a linkage between SAP standard system and vendor invoice.

Please see the screen shot attached below.

Once payment is made by finance, a system generated mail will be sent to the vendor’s email id – This will be on the same ID that was provided by the Vendor at the time of registration.

Rejection of bills by finance Person after Parking of the Documents : Step 1: Finance employee will login into the system and land into the screen below.

Here he has to enter the reference no (Unique 16 digit Code) and then click the “Get Invoice Details” button, Invoice detail will be displayed as below :.

If for any reason finance has to return the bill then in the above screen he selects the Ref no from the above grid and clicks on the “Return Bill“ button and redirected to a new screen Bills Return, shown as below.

Finance employee feels that hard copy submitted by the vendor has insufficient documents for any other reason he may return the bill by clicking on “Submit and return” buttonafter entering the reason for return.

Finance can also update the tax data by filling it in respective field and press on the “Update Tax Button”, in similar way he can update the reason for holding the bills in respective field and press on “Update Reason for holding Bill”.

In case of Bills is visible in the Grid View shows that this bill is assigned to you by making the diary entry. In this case you have to select the bill and press on the “Receive bill” button.

Diary of bills by finance Person Once bill received in Finance Department.

Once bill is received in finance department diary entry will be made by Designated person and he will fill 16 digit Unique number into the Reference no field and press on get invoice details, assign it to the respective person and press on “Bill Received by Finance”.