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Bill Discounting System2 Ver. 2.0 Kerala State Centre, Thiruvananthapuram Page 1 of 24 User Manual Bill Discounting System (For Bank User & Bank Administrator)

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Page 1: User Manual Bill Discounting System (For Bank User & Bank ... - Keralasics.kerala.gov.in/bds2/pdf_upload/BDS User Manual For Bank.pdf · User Manual Bill Discounting System (For Bank

Bill Discounting System2 Ver. 2.0

Kerala State Centre,

ThiruvananthapuramPage 1 of 24

User Manual

Bill Discounting System (For Bank User & Bank Administrator)

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Bill Discounting System2 Ver. 2.0

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ThiruvananthapuramPage 2 of 24

Table of Content

Sr. No

Title Page No.

BANK BRANCH USER

1. About Bill Discounting System 3

2. General Work Flow of Bill Discounting System 3

3. How to enter Account verification 5

4.How to receive & verify Promissory Note (digitally signed) from Finance department.

7

5. How to make payment entry of the PN Signed cases 8

6. How to Sign and generate Form No. IV 9

7. How to view Promissory Note 10

8. How to Print the Promissory Note List 11

9. How to view Payment Details Report 12

10. How to Print the Bills Details Report 13

BANK ADMINISTRATOR

1. How to view Promissory Note 14

2. How to Print the Promissory Note List 14

3. How to View the Payment Details 16

4. How to Print the Bills Details Report 17

ANNEXURE

1. Procedure for Digital Signing 19

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About Bill Discounting System

As per the G.O.(P) No.123/2016/Fin dated 29/08/2016, the government has introduced Bill Discounting System 2, which facilitates the contractors to get their bills cleared in a discounted rate on priority and with assurance.

National Informatics Centre has designed an online application for the effective implementation of BDS2. This application facilitates different stake holders to perform their role in a very effective and transparent way.

This user manual is for the bank’s branch users for carrying out the following

activities. 1. Account number verification & discount rate entering after obtaining Form No. I

& II. 2. To make payment entry of the against the PN . 3. To generate and digitally sign Form No. IV. 4. To generate different MIS reports.

General Work Flow of Bill Discounting System

1. Pending bills of contractors for a particular month will be prepared in accordance with state-wide seniority and Government will issue order sanctioning payment of these bills on a future specific date.

2. Contractors/ who opt for this scheme for discounting the promissory notes, shall submit an application to the Divisional office concerned in Form No. I noting the current account number to which the eligible amount is to be credited.

3. The Divisional Office will issue Form II generated from the software specifying the details of bills, Power of Attorney holder, the current account number to which the amount to be credited etc, The Divisional offices shall confirm the current account number from the Bank concerned through the software and shall obtain certification in Form I from the Bank.

4. The Divisional officer shall send a digitally signed letter to Finance Department intimating the request of the contractor through the software made for the purpose in Form no. III.

5. Government after processing the request shall issue a promissory Note in Electronic

Form to the contractor against the bill. Contractor may obtain the copy of this Promissory Note from the Division.

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6. The Contractor shall present the Promissory Note to a Financial Institution for discounting the same. The Bank concerned will be enabled to view this Promissory Note by login to the software.

7. The Bank which discounts the Promissory Note shall immediately issue a digitally signed certificate to the Contractor in Form IV through the software, which the Government will be enabled to view. In any case, the contractors shall obtain this certification at least 20 days prior to the scheduled date of payment for enabling Government to make prompt payment.

8. Government will reimburse half of the discounting charges to the Contractor, subject

to a maximum of 5% p.a.

9. The Under Secretary/Deputy Secretary/ Finance (Accounts A) Department will draw the Promissory Note amount and eligible portion of discount amount and credited the same to the SB account opened for this purpose at State Bank of Travancore, Main Branch, Thiruvananthapuram by debiting the expenditure to the head of account 8782-00-102-98 well in advance. This amount will be credited to the current account of the PN holders on the scheduled date of payment.

10. The Divisional/ Sub Divisional officer shall submit Form TR 59(E) along with work bills to the transacting treasuries corresponding to the promissory Notes and discounting charge on the scheduled date of payment. The bill shall contain deduction items like revenue, Income Tax, VAT, KCWWF etc.

11. The Treasury officers concerned shall authorize the bills by debiting the respective

functional head of account and transfer credit the net amount to the head of account 8782-00-102-98 after effecting statutory deductions on setting the claim to the banks.

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Step by step instructions are given in the manual for easy understanding with screen shot.

1. Open browser and type the URL www.sics.kerala.gov.in/bds2 2. Login to the site by entering User Name, Password and the code as displayed in the

screen.

BANK BRANCH USER MANUAL

How to enter Account verification

1. The contractor approaches you with the letter to bank in Form No. I and certified copy of the summary of bill due in form No. II

2. Select menu Submission -> Account verification.

Enter User Name

Enter Password

Enter code as displayed

in the screen

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3. Select Department, Division / Sub division, Bill Year (Year of bill date), Bill Month

(Month of bill date)and the Name of Contractor and click on “Get”. (Bill Date, Department, Division / Sub division and the Name of Contractor may obtain from the Form No. II)

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4. The bill details selected opted under BDS2 will be displayed. Enter the Endorsement

Number, Date and the Discount rate decided for each bill. Select the check box “Account verification - Verify” by clicking on it. If the bank account number is invalid select the checkbox “Account verification – Reject” option by clicking on it. Enter rejection reason if rejected.

5. Click “Save” button to save the data.

How to receive & verify Promissory Note (digitally signed) from Finance department.

1. When submitting Account verification to the Division offices, the executive engineer forwards the details to the Finance Department for further action.

2. The Finance department verifies the details and if found agreed, a digitally signed Promissory Note will be send to the Bank for effecting the payment to the contractor.

3. The contractor approaches the bank with the PN for effecting payment. 4. Select menu Submission � Payment Details

VerifyRejecting Account

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Choose PN Year and PN Number and click on “Get” button. A list bill ID, Bill Year, Cheque amount, discount rate of the bills due to the selected contractor will be displayed on the screen. Click the view button in list to view the Promissory Note issued from Finance Department.

How to Enter Payment Details

After viewing the Promissory Note, Bank official may calculate the discount amount as per Promissory Note received and enter it into the discount amount column. The system will automatically calculate the Amount paid to contractor column. After payment of the amount to the contractor, tick the amount paid column and enter the paid date. After entering the Bank reference number and reference date click the Save button to Save the details.

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How to generate and forward Form IV

After saving the payment details, a button “Generate Letter“ will be visible on the screen near to the Save Button. While clicking the Generate Letter button, Form IV will be generated. This is to be digitally signed and issued to contractor. (See the “procedure for signing” link given in the Home Page)

Note: The forwarded form IV may be reject by the Finance Department. This will be notifying in the Home page of user when logging in (Rejected reason and bill Details can view in the notification).

How to view the signed Form IV

To view the signed Form V select the menu option Query ->� View Signed Form IV. While selecting the menu option View Signed Form IV a page for selection for the Department, Division, Bill Year and Bill Month. After Department, Division, Year and Month click on the “Get” button to retrieve the details. A list of form IV issued with PN No, bill_id, bank reference number, bank reference date, Amount paid to contractor, contractor name will be displayed. Click on the View button to view the Form IV.

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How to view the Promissory Note

To view the signed Promissory note, select the menu option Query � View Promissory Note. While selecting the menu option View Promissory Note a form for selection for the PN Issued Year and Month will be displayed. After selecting PN Issued Year and Month click on the Get button to retrieve the details. A list of PN Number, PN Date, PN Amount issued during the selected period will be displayed on the screen. Click on the Print button to view the Promissory Note.

If any mistake is found during verification, the bill will be rejected and returned to the Bank for making necessary corrections. While logged in to the system, the bank user will be notified about the rejected bills. The bank user can modify the payment details using the menu option Submission Payment details.

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How to view the Promissory Note list

The user can view a list of Promissory Notes due on a selected Date. To do this select the menu option Reports -> PN List.

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While selecting this menu option, a form for selection for Department, PN Due Date and Division will be displayed. After selecting the required option click on the Get button to retrieve the Details. The user can retrieve the details in PN Number or Bank Branch Code Order.

How to View Payment Details

The user can view a list of Payment Details due on a selected Department and PN Due Date. To do this select the menu option Query -> View Payment Details.

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While selecting this menu option, a form for selection for Department and PN Due Date will be displayed. After selecting the required option click on the Get button to retrieve the Details.

How to print the Bills Details Report

The user can view a list of Bills Details on a selected Bill year and Bill month. To do this select the menu option Query -> List my Bills.

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While selecting this menu option a form for selection for Bill year and Bill month will be displayed. After selecting the required option click on the Get button to retrieve the Details. The user can print the details in Bill ID or Bank Branch Code Order.

BANK ADMINISTRATOR MANUAL

How to view the Promissory Note

To view the signed Promissory note, select the menu option Query -> � View Promissory Note. While selecting the menu option View Promissory Note a form for selection for the PN Issued Year and Month will be displayed. After selecting PN Issued Year and Month click on the Get button to retrieve the details. A list of PN Number, PN Date, PN Amount issued during the selected period will be displayed on the screen. Click on the Print button to view the Promissory Note.

If any mistake is found during verification, the bill will be rejected and returned to the Bank for making necessary corrections. While logged in to the system, the bank user will be notified about the rejected bills. The bank user can modify the payment details using the menu option Submission Payment details.

How to print the Promissory Note list

The user can view a list of Promissory Notes due on a selected Date. To do this select the menu option Reports -> PN List.

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While selecting this menu option, a form for selection for Department, Bank Branch, PN Due Date and Division will be displayed. After selecting the required option click on the Get button to retrieve the Details. The user can retrieve the details in PN Number or Bank Branch Code Order.

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How to View Payment Details

The user can view a list of Payment Details due on a selected Department and PN Due Date. To do this select the menu option Query -> View Payment Details.

While selecting this menu option, a form for selection for Department and PN Due Date will be displayed. After selecting the required option click on the Get button to retrieve the Details.

How to print the Bills Details Report

The user can view a list of Bills Details on a selected Bill year and Bill month. To do this select the menu option Query -> List my Bills.

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While selecting this menu option a form for selection for Bill year and Bill month will be displayed. After selecting the required option click on the Get button to retrieve the Details. The user can print the details in Bill ID or Bank Branch Code Order.

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ANNEXURE

Procedure for signing pdf

Java Runtime Installation

1. Download and Install java - Windows Offline (32-bit) from 'https://java.com/en/download/manual.jsp'

2. After installing java run 'Configure java' from programs

3. Select 'security' tab. Check 'Enable java content in the browser' is selected.

4. Click 'Edit Site List' button and add 'http://sics.kerala.gov.in/bds2/' to Exception site list.

Digital Signature Certificate (DSC) USB Token Installation.

1. You will have to install proper driver for your DSC USB Token.

2. The driver varies according to the brand and model of your DSC USB Token. Please consult the hardware installation manual.

3. During the document signing process, you will have to select a DLL file from C:\Windows\System32 folder.

4. The name of the DLL depends on the brand and make of DSC USB Token, Please consult installation manual for knowing exact DLL filename. In case you cannot find out the name of DLL, contact us with the brand and model of your DSC USB Token.

5. If the DSC USB Token is issued by NICCA and it is 'Moserbaer StarSign Cut' Model

� Dowload token driver from 'http://nicca.nic.in/pdf/Moserbaer-Win.zip' and install.

� While signing select 'aetpkss1.dll' from 'C:\Windows\System32' and enter your token PIN when prompted.

It is strongly advised to perform browsing in “Private Browsing”/”Incognito” mode of your

browser.

If you are using firefox press ctrl+shift+P to launch Private Browsing Window.

For Google chrome pressing ctrl+shift+N will launch Incognito mode browsing window

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Document Signing Process

1. Open a web browser in Private Browsing/Incognito mode.

2. Clear the browser history by pressing 'Ctrl+Shift+Del' Keys, skip this if you are in Private Browsing/Incognito mode.

3. Start using the application. When the browser shows security warning accept the risk and click run(See Fig. 1).

4. When you are ready for document signing, select the RESPECTIVE DLL(See Fig. 7) file from 'C:\Windows\System32'(See Fig. 3) and enter your token PIN when prompted.

PKCS#11 implementation dll files for some known Digital Signature Smart card Token's

Click 'Sign' button on corresponding web page and you will be asked to select a dll file and to enter the pin of your DSC Key (Screen-Shot Attached). Click 'Browse' on 'Please select your PKCS#11 implementation library file (.dll / .so)' and select your library file from the installed directory from your computer (Only the very first time) and enter your 'PIN Code' and click 'Sign'.

Accept all the Java Runtime security risks in the browser.

* Click on the checkbox 'I accept the risk and want to run this application' and click 'Run'.

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Fig. 1

* Select the PKCS#11 implementation library (.dll / .so) from the selected dirtectory by clicking the 'Browse' button and your DSC Pin.

Fig. 2

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* The PKCS#11 implementation library file (.dll / .so) should be selected from the below shown dialog box(Only for the very first time).

Fig. 3

* Click on the checkbox 'I accept the risk and want to run this application' and click 'Run'.

Fig. 4

* Click on 'Don't Block' in the dialog box below.

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Fig. 5

* Click on 'Run' when prompted.

Fig. 6

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* Table Showing the PKCS#11 implementation library file (.dll / .so).

Certifying Authority Device .dll / .so file

NIC, Sify, etc.. Moserbaer aetpkss1.dll(windows) libaetpkss.so.3.0(linux)

eMudhra Any trustkeyp11_nd_v34.dll

Ncode Solution, etc.. Alladin eTPKCS11.dll

epass2003 Feitian eps2003.dll

NIC, etc.. Gemalto gtop11dotnet.dll

Fig. 7

Validating Digital Signatures in Adobe Reader

1. Make sure you have the latest version of Adobe pdf Reader which is Adobe reader XI.

2. Right click on the actual signature and choose 'Show Signature Properties’.

3. On the 'Summary' tab, choose 'Show Certificate’.

4. Click the 'Trust'-tab and then 'Add to Trusted Identities'. Answer 'OK' to any security question that follows.

5. Check the field for 'Use this certificate as a trusted root' and click 'OK' twice to close this and the next window.

6. Click 'Validate Signature' to execute the validation.