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Department of Finance

Government of Bihar

Comprehensive Financial Management System (CFMS)

Training Manual of Payee Management

Government Industry Solution Unit (ISU)

January, 2019

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TABLE OF CONTENTS

1. GETTING STARTED ...................................................................................................................... 3

2. Introduction ............................................................................................................................... 4

2.1 Purpose ........................................................................................................................ 4

2.2 Pre-requisite ................................................................................................................. 4

2.3 Log-In to Payee Management ........................................................................................ 4

Processes in Payee Management ................................................................................................ 7

3.1 Payee Creation .............................................................................................................. 7 3.1.1 Payee Creation through Payee Master .................................................................................................................. 7 3.1.2 Payee Creation through Bulk Upload ................................................................................................................... 11

3.2 Payee Modification ..................................................................................................... 13

3.3 New Account Addition ................................................................................................. 16

3.4 Payee Tagging ............................................................................................................. 16 3.4.1 Office Tagging ...................................................................................................................................................... 17 3.4.2 Scheme Tagging ................................................................................................................................................... 17

3.5 Reports in Payee Management .................................................................................... 18

4. GLOSSARY ................................................................................................................................ 19

List of Figures

Figure 1 : CFMS Application Login Screen ..................................................................................................................5 Figure 2: CFMS Application Payee Management Module Icon ..................................................................................5 Figure 3: Screen to select the activity ........................................................................................................................6 Figure 4: Navigation Path of Payee Management ......................................................................................................7 Figure 5 : Payee Master Screen ..................................................................................................................................8 Figure 6: Payee Details Forms ....................................................................................................................................8 Figure 7 : Screen of Forwarding Payee Request .........................................................................................................9 Figure 8 : Payee Forward Next level ...........................................................................................................................9 Figure 9: Approver Screen for Approve/Reject/Send Back ..................................................................................... 10 Figure 10 : Approve Payee – To E-sign .................................................................................................................... 10 Figure 11 : Payee Approved& e- sign ...................................................................................................................... 10 Figure 12: General Bulk Upload ............................................................................................................................... 11 Figure 13: Scheme Bulk Upload ............................................................................................................................... 11 Figure 14: Check Status of Upload File .................................................................................................................... 12 Figure 14 : Payee Management – XML converter. .................................................................................................. 12 Figure 15: Excel to XML Converter .......................................................................................................................... 12 Figure 16 : Excel Template from Excel to XML Utility.............................................................................................. 13 Figure 17: Modification of Unapproved Payee ....................................................................................................... 14 Figure 18: Modification of Approved & E-sign Payee ............................................................................................. 15 Figure 19: Modification of Wrong Record ............................................................................................................... 16 Figure 20 : Payee Management – New Account Addition ...................................................................................... 16 Figure 21: Office Tagging ......................................................................................................................................... 17 Figure 22: Scheme Tagging ...................................................................................................................................... 18 Figure 23:Master Report ......................................................................................................................................... 18 Figure 24:Scheme Wise Payee Report ..................................................................................................................... 18

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1. GETTING STARTED

This section provides information for accessing the application.

• URL of CFMS Application: https://cfmstraining.bihar.gov.in/

• Browser Requirements – The application is accessible through standard web browsers; it is best compatible with latest versions of Google Chrome.

Note: This is the link for training purpose only. The link for production will be notified by the responsible

authorities in due time.

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2. Introduction

➢ This module will maintain the complete life cycle of the payees of Government of Bihar; Payees are any

one receiving payment from Government of Bihar, e.g. Employee, Pension, Vendor and other recipients.

➢ Creation and Management of Payee will be done by using activities tagged to the user like Payee

Management Maker/Checker/Approver. These activities will be unique for an office, privileges of

users possessing these activities are as below:-

o Payee Management(Maker) – Can create new Payee or modify Payee Details and Forward the

request to Checker.

o Payee Management (Checker) – Can Initiate a new request /verify the request and forward to

Approver or send back to Maker for correction. Checker also has the privilege to modify the

payee details forwarded by maker.

o Payee Management (Approver) –Can send back, reject, approve and e-Sign the Request; cannot create/modify the request.

2.1 Purpose

The purpose of the Payee Management Training Manual is to facilitate the master trainers for creation of Payee data in the application. This Manual describes the process under 'Payee Management' application.

2.2 Pre-requisite

The following are the pre-requisite to accessing the Payee Management Module:-

o CFMS url should be available with the User wanting to Log-in o User ID & Password provided through CFMS should be available with the user. o Payee Management Activity (Payee Management Maker, Payee Management Checker, Payee

Management Approver) should be associated with the User logging in.

2.3 Log-In to Payee Management

The following are the steps to Log-in to CFMS and access Payee Management Application. Step 1- Login in application with the User tagged to activity Payee Management Maker/Checker/Approver as mentioned in Section 2.2 Pre-requisite.

➢ CFMS has two factor authentication as of now - password (Knowledge Factor) and OTP (Possession

Factor) as required, however, in training environment OTP has been enabled only for setting new password. User needs to provide required authentication factor along with User ID.

➢ User will be re-directed to page with the icon of the Payee Management Module after login to CFMS application.

➢ Clicking on Payee Management will re-direct the user to Payee Management Application. ➢ User may be assigned with the different activity mapping for an office. A user should select the

required activity and click on Submit button.

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Figure 1 : CFMS Application Login Screen

Figure 2: CFMS Application Payee Management Module Icon

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Figure 3: Screen to select the activity

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Processes in Payee Management

The following are the process in Payee Management:-

I. Payee Creation a. Payee Master (Single Payee Creation) b. Bulk Upload(General/Scheme)

II. Payee Modification III. New Account Addition IV. Payee Tagging

a. Scheme Tagging b. Office Tagging

V. Master Report & Scheme Wise Report

3.1 Payee Creation

Following are the modes available to create the payee through Payee Management System.

• Payee Master – For creating payees one by one.

• Bulk Upload (General/Scheme) – For creating payees in bulk. This functionality is used to create Payee by capturing details of Payee, such as Payee Personal Details, Bank Details, Proof/Identification details, address details and checklist details.

3.1.1 Payee Creation through Payee Master

The 'Payee Master Screen' is used to search/create the payee via single Mode. The steps to create payee through 'Payee Master is as detailed below Step 1- Create New Payee

Figure 4: Navigation Path of Payee Management

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Navigation Path:- Payee Management→Master→Payee Master (Refer Figure:Figure 4: Navigation Path of Payee

Management)

Figure 5 : Payee MasterScreen

Figure 6: Payee Details Forms

This Button to Create a New Payee(Insert)

This form is used to capture the payee information and create the Payee ID

This Button to search the payee

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Step 2-Click on the Task List to Forward Payee to next level

Navigation Path:-Payee Management-> Task List (Refer Figure: Figure 4: Navigation Path of Payee Management)

Figure 7 : Screen of Forwarding Payee Request Step 3-Now Login with Checker Login id

➢ Follow the same Steps as mentioned above o Click on the Task List (Navigation Path:-Payee Management→Tasklist) o Then click on the Edit/More details o Checker can modify the details and Forward the request to Approver. o Checker also have the privilege to send-back the request to maker for the modification.

Figure 8 : Payee Forward Next level

Step 4-Login with Approver Login id to approve the request

➢ Follow the same Steps o Click on the Task List (Navigation Path:-Payee Management→Tasklist) o Then click on the view details.

Select the Approver to whom request to be forwarded then Click on the Forward Button.

This Step to forward the Payee to next level

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o Approver reviews the request and have privilege of Approve/Reject/Send Back.

Figure 9: Approver Screen for Approve/Reject/Send Back

Step 5-E-sign the Approved request

➢ Followed the same Steps

Navigation Path:-Payee Management→Tasklist

Figure 10 : Approve Payee – To E-sign

Figure 11 : Payee Approved& e- sign

Below screen appeared for the request pending for e-sign.

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3.1.2 Payee Creation through Bulk Upload

The 'Bulk Payee Upload' Screen is used to upload payees in bulk of type 'General' or 'Scheme'. In case of upload of payees of type 'Scheme' Payee are created and tagged with the scheme. There is provision to view the uploaded file status through 'Check Status of Uploaded File'. The following are the steps to be followed for Payee creation in bulk. Step 1- Login with Maker Login-id to create the payee via Bulk Upload. Navigation Path:-Payee Management→Master→Bulk Upload (Refer Figure: Figure 4: Navigation Path of Payee Management)

Figure 12: General Bulk Upload

Figure 13: Scheme Bulk Upload

Note:-The workflow process will be same as mentioned in the 'Payee Creation' through Payee Master. Please use the same screen with “Check Status of Uploaded File” radio button checked to find the status of uploaded files by providing necessary details.

Provide the details and click on upload button.

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Figure 14: Check Status of Upload File

Note:-User should download the excel to xml converter file to generate the xml file from the utility as mentioned below. Navigation Path:-Payee Management→Excel to XML Converter (Refer Figure: Figure 4: Navigation Path of Payee Management)

Figure 15 : PayeeManagement – XML converter.

Figure 16:Excel to XML Converter

Step 2- Provide the Payee details in the given template generated from the excel to xml converter zip file.

> User should download the Excel to XML Converter ZIP file to convert excel to xml.

Upload file status can be searched through period from, period to, scheme name & file name

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➢ Fill the all field and click on Upload in Excel to XML utility to generate XML

Figure 17 : Excel Template from Excel to XML Utility

Note:- The above excel file used to generate the xml.

3.2 Payee Modification

Through this functionality, payee details can be modified for the unapproved, approved & e signed and wrong record. ➢ ‘Unapproved’ Payee record can be modified from the tasklist of the Login User. Navigation Path is

Payee Management→Tasklist. ➢ ‘Approved & e sign’ record can be modified from the Payee Master Search Page. Navigation Path is

Payee Management→Master→Payee Master. ➢ ‘Wrong’ Record can be modified from the Payee Master Search page/Details List of Wrong Records

under Check Status of uploaded File. Navigation Path is Payee Management→Master→Payee Master or Payee Management→Master→Bulk Upload→Check Status of Uploaded File.

You may refer figure: Figure 4: Navigation Path of Payee Management to follow the above steps. The following are the steps to be followed for the payee modification:-

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Step 1- Login in application with Maker Login User – id

Figure 18: Modification of Unapproved Payee

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Figure 19: Modification of Approved & E-sign Payee

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Figure 20: Modification of Wrong Record

Note:-The workflow process will be same as mentioned in the 'Payee Creation' Process.

3.3 New Account Addition

The 'New Account Addition' Screen is used to add the new account details for approved & e signed payee. The following are the steps to be followed for the New Account Addition. Step 1- Login with Maker Login-id to provide the new account details for approved & e signed payee. If Payee want to add the new account in the system ✓ Fill the other Bank details of payee as mentioned in below screen under 'New IFSC & Account Details'. Navigation Path:-Payee Management→New Account Addition (Refer Figure: Figure 4: Navigation Path of Payee Management)

Figure 21 : Payee Management – New Account Addition

Note:-The workflow process will be same as mentioned in the 'Payee Creation' Process.

3.4 Payee Tagging

Following are the sub-process under Payee tagging.

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• Scheme Tagging

• Office Tagging

3.4.1 Office Tagging

The 'Office Tagging' Screen is used to tag the approved & e signed payee with an office for the purpose of making payment to payee under an office. The Privilege of Office Tagging has been given to only Approver. The following are the steps to be followed for the Office Tagging. Step 1- Login with Approver Login-id to tag/untag the approved & e signed payee from the office. Office Tagging Navigation path:- Payee Management→Payee Tagging→Office Tagging (Refer Figure: Figure 4: Navigation Path of Payee Management)

Figure 22: Office Tagging

3.4.2 Scheme Tagging

The 'Scheme Tagging' Screen is used to tag the approved & e-sign payee with one or multiple schemes; payees can be paid under any or all of the schemes with which a payee is tagged. There is privilege to untag the payee with a scheme as well. The following are steps to be followed for the Scheme Tagging. Step 1- Login with Maker Login-id to tag the approved & e signed payee with a scheme Scheme Tagging

o Payee Tagged to scheme Navigation path:- Payee Management→Payee Tagging→Scheme Tagging

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Figure 23: Scheme Tagging

Note:-The workflow process will be same as mentioned in the 'Payee Creation' Process.

3.5 Reports in Payee Management

The following are the reports available in Payee Management Modules; Payee details of statuses Unapproved, Approved but not e-sign, Approved and e-sign, wrong, inactive approved record, cancelled & reject can be seen through these reports:

• Master Report – This report shows all Payees tagged to an office. Scheme Wise Report –This report shows all Payees tagged to the office and scheme(s).

Privilege to view the report has been given to all the user tagged to the activity Payee Management Application (Payee Management Maker, Payee Management Checker, Payee Management Approver). Report can be viewed in PDF and Excel. These reports can be accessed by filling parameters as indicated below.

Navigation path:- Payee Management→Master Report (Refer Figure: Figure 4: Navigation Path of Payee Management)

Figure 24:Master Report

Figure 25:Scheme Wise Payee Report

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4. GLOSSARY

Term Description

Mandatory (*) Fields for which value must be entered by user.

Save ‘Save’ Button will be used to save the details entered in the form

Forward ‘Forward’ Button will be used to forward the request to next level.

Send Back “Send Back” button will be used to send back the request to lower level for any clarification/modification. Remarks will be mandatory in this case.

Approve ‘Approve’ button will be used for Approving the request as sent by lower level by the Approver.

Reject ‘Reject’ button will be used for rejecting the request as received from lower level by Approver only.

Cancel ‘Cancel’ button will be used by Maker or Checker only to cancel the request by them only if the request is initiated by them.

Privilege Rights available with users.

OTP One Time Password

CFMS Comprehensive Financial Management System.

Govt. Government

*Fields Fields marked with asterisk (*) are mandatory fields.

Back Back button will be used to move back to previous screen.

Search Box Search Box will be used to filter the search result.

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